Nova Founders Capital
Personal Assistant
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Personal Assistant
PERSONAL ASSISTANT – Lisbon
Location & Role Type
📍 Lisbon, Cascais or Oeiras area, Portugal 🕒 Full-time 🚗 Highly in-person, flexible, with regular travel
Job Summary
We are recruiting an exceptional Personal Assistant to provide holistic support across personal logistics, travel, calendar management, household coordination, and daily life operations for a busy entrepreneur and family.
This is not a traditional office-based role—it requires high-trust, hands-on, and highly proactive support. The core goal: remove administrative friction, logistical burdens, and unnecessary decisions so the principal can focus on business, family, and high-value priorities.
The ideal candidate is discreet, service-oriented, highly organised, and comfortable with tasks ranging from email and calendar filtering to travel planning, errands, restaurant bookings, food coordination, and local Portuguese administration.
Key Responsibilities
1. Daily Life & Personal Operations
- Manage daily logistics and priorities, ensuring decisions, errands, and appointments are handled efficiently.
- Remove unnecessary administrative burdens through proactive systems, checklists, and routines.
- Treat practical issues before they escalate (e.g., repairs, deliveries, appointments).
- Maintain daily syncs with the principal to discuss priorities and resolve open loops. Requirements:
- Strong ability to anticipate needs, act independently, and learn preferences quickly.
2. Calendar & Communication Management
- Protect and optimise the principal’s time by managing calendar, meetings, and personal appointments.
- Filter emails, messages, and incoming communications, escalating only what truly requires attention.
- Draft/monitor responses, Graduate to acting as the principal on behalf over time.
- Reduce noise and low-value communication to minimise personal involvement. Goal: Reduce the need for the principal to handle communications.
3. Travel Management
- Book and coordinate flights, hotels, transport, and dining reservations.
- Create and execute seamless travel itineraries, ensuring luggage, packing, and logistical readiness.
- Travel ahead of or alongside the principal to plan, problem-solve, and mitigate issues.
- Check and confirm accommodation details, transport arrangements, local requests (gym access, reservations, etc.) in advance.
- Ensure low-friction travel transitions. Preferences:
- Practical mindset; travel arrangements should be cost-conscious and efficient.
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4. Household & Lifestyle Coordination
- Coordinate with household staff (safe, maid, etc.) without assuming traditional cleaning duties.
- Oversee household logistics: repairs, supplier coordination, maintenance, deliveries, and pars.
- Manage laundry, dry cleaning, car-related tasks, and daily errands.
- Ensure groceries, meals, and household supplies are regularly stocked.
- Organise daily meals, restaurant bookings, and deliveries align with preferences. Flexibility:
- Proactive in high-level coordination while comfortable with hands-on practical help.
5. Food, Health & Preferences
- Coordinate meals, grocery shopping, and dietary needs based on the principal’s routines.
- Book preference-aligned restaurants and liaise with the maid for food prep.
- Schedule doctor’s, dentistry, physio, and wellness-related appointments.
- Ensure routines are maintained during travel.
6. Portuguese Administration
- Handle local Portuguese bureaucracy (admin, vendors, healthcare appointments, etc.).
- Communicate with providers in Portuguese where needed. Mandatory:
- Fluency in Portuguese + strong professional English.
About You
Essential Qualities
✅ Highly organised, detail-oriented, and proactive. ✅ Discreet, trust-sensitive, and reliable. ✅ Calm under pressure and able to manage urgency. ✅ Service-mud in both high-level and hands-on tasks. ✅ Professional warmth balanced with practical independence. ✅ Comfortable in family/complex environments. ✅ Able to balance luxury/quality service with daily errands. ✅ Independent problem-solver with strong problem-solving skills. ✅ Flexible mobility (living near Lisbon/Cascais/Oeiras recommended). ✅ Legally permitted to work in Portugal (secure valid working papers). ✅ Preferred: Driving license.
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** Preferred Experience**
Experienced in: 🔹 Private PA / Executive Assistant roles. 🔹 Lifestyle/Luxury management (e.g., travel coordination, concierge services). 🔹 Family office administration. 🔹 High-end household management. 🔹 Concierge/ Hospitality with attorney to discretion.
Note: A pure corporate EA without lifestyle experience may not meet the role’s practical demands.
Success in 3 Months
Our goal is: ✔ Administrative load reduced by 90% (literal, travel, household logistics). ✔ Proactive systems in place for emails, meals, travels, local admin. ✔ Issues resolved ahead of time without unexpected handoffs. ✔ The principal feels freed from bureaucracy/stress.
**Confidentiality & Trust"
Key Access: Starting with indirect privileges, role scales in responsibility as proven trusted. Criteria for Increased Access:
- Materials work with calendar changes, email account replying, travel planning, supplier ledgers. Contractual obligations:
- Mandatory strict confidentiality agreement. Expectations:
- Full discretion is non-negotiable.
Working Style
🔄 Not a standard 9-5 setup—requires adaptability. 📞 In-person collaboration is a daily expectation; working at-home / from outside direct reach defeats the purpose. ⚠️ Weekend coverage and occasional evening availability may arise. 🌍 Travel common – structured but flexible; commercially viable arrangements. 🛠️ Balance of urgency and independence – strict focus on triaging needs over busyness.
Compensation
Competitive, tailored to experience, capabilities, and alignment fit. Long-term opportunity:
- Progressive responsibility and ускорение work.
- High-stakes, complex environment with high impact.
This role is ideal for someone who wants to be: 👉 A high-trust, deeply involved part of the principal’s daily life. 👉 Polished in logistics and communication, yet hands-on and pragmatic. 👉 Excited to enhance efficiency without losing humanity.
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