As an Executive Assistant, you'll play a key role in ensuring everything runs smoothly and efficiently. Working alongside a team of assistants, you will handle a range of tasks, from managing schedules and meetings to overseeing correspondence and travel arrangements. Your role is essential in keeping operations on track and supporting us in achieving our goals.
You'll be based in our stunning headquarters with a sea view in Estoril, just 20 minutes from Lisbon. With your excellent organizational skills and proactive mindset, you'll help maintain a productive and supportive environment.
In addition to coordinating your own responsibilities, you’ll oversee the work of other assistants, manage purchases, keep records organized, and ensure budget compliance while optimizing value. Your ability to conduct thorough research and make well-informed decisions will be key in streamlining operations and supporting efficient processes.
Key Responsibilities
Calendar & Email Management: You’ll organize and manage the founders' schedules with precision. This includes prioritizing, scheduling, and delegating emails to ensure all communications are handled promptly and effectively.
Task Delegation: As the main coordinator, you’ll delegate tasks to other Virtual Assistants (VAs), ensuring smooth workflows and maintaining clear communication among team members.
Household & Office Management: You’ll oversee daily operations at the founders' residence, which also functions as their office. This involves coordinating with household staff (such as the cook, cleaning crew, and masseuse) to ensure everything runs seamlessly.
Event Planning & System Creation: You will manage events hosted at the house and develop efficient systems to improve daily operations. This includes coordinating logistics, purchasing necessary materials, and ensuring everything is scheduled in advance.
Team Collaboration: You’ll work closely with the other assistants, maintaining open communication and collaboration to ensure a harmonious working environment. Strong interpersonal skills are crucial as you’ll be navigating various personalities and needs within the team and household.
Problem Solving: In our dynamic, fast-paced setting, challenges are expected. You’ll be trusted to address problems with a positive, solution-focused approach that aligns with our goals.
Research & Decision-Making: Occasionally, you’ll conduct research to make informed purchasing decisions or evaluate choices made by VAs. Your input will help ensure the best options are selected for the founders' needs and events, enhancing overall efficiency.
Other Areas of Work
Tech Skills: Proficiency in Google Workspace (Calendar, Gmail, Docs, Sheets, Slides, etc.) is essential. Familiarity with tools like Notion and Motion is a valuable plus.
Health Support: We foster a healthy working environment and encourage a balanced lifestyle. We prioritize nutrition, work-life balance, therapy, and retreats. You’ll support these efforts and help us continue growing as individuals.
Qualifications
Minimum 3 years of experience as an Executive Assistant, Personal Assistant, or in a similar role
Strong love for systems, planning, and organization
Excellent English skills
Living in or willing to relocate to Lisbon, Portugal
Interest in building deeper connections with the team
Experience in self-development is a plus
Danish language skills are an advantage but not required
