Middle Personal Assistant

About the Role

We are looking for a Personal Assistant / Executive Assistant to support our CEO with both business and personal matters. This role is ideal for someone highly organized, proactive, and comfortable managing multiple priorities, coordinating external partners, and taking ownership of tasks from request to completion. Previous experience working with Portuguese services and contractors will be a strong advantage.

Responsibilities

• Manage and maintain calendars, schedules, meetings, and reminders.
• Coordinate calls, appointments, business meetings, and follow-ups.
• Organize and track personal and business-related tasks.
• Maintain structured records of contacts, important dates, and communication history.
• Research, compare, and coordinate local vendors, contractors, and service providers.
• Handle lifestyle and household-related requests and ensure tasks are completed end-to-end.
• Communicate with Portuguese companies, services, and external partners.
• Prepare summaries, reports, and updates on ongoing tasks and priorities.
• Track expenses, maintain records, collect receipts, and prepare expense reports.
• Support the CEO with operational, administrative, and day-to-day coordination tasks.

Requirements

• 1+ years of experience as a Personal Assistant, Executive Assistant, CEO Assistant, or in a similar role.
• Experience supporting entrepreneurs, C-level executives, founders, or private clients.
• Proven experience managing calendars, meetings, travel arrangements, and operational coordination.
• Experience handling lifestyle, household, and administrative tasks simultaneously.
• Experience communicating with external partners, vendors, contractors, and service providers.
• Strong organizational and follow-up skills with the ability to manage multiple priorities.
• Experience working with confidential and sensitive information.
• Experience with expense tracking, budgeting, and reporting will be a strong advantage.
• Previous experience working in Portugal or with Portuguese services and contractors will be highly preferred.
• Strong communication skills and a proactive, hands-on approach.
• Ability to independently organize tasks, follow up on details, and make sure things are completed on time.

Benefits

• Flexible working hours and a remote work setup, so you can plan work around your life and not your life around work!
• Unlimited vacation days and paid sick leave - because your rest matters.
• Competitive compensation that truly reflects your skills and expertise.
• Employee referral bonus and gifts to celebrate your special occasions.
• 50% financial support for learning expenses to supercharge your professional growth!
• A positive atmosphere where you always feel respected and truly belong.
• Inspirational team-building activities that turn colleagues into best friends.
• Wellness benefits: we’ll support your sports passions, from yoga classes to gym memberships.
• Co-working space reimbursement to save your nerves from always working from home :)