Nova Founders Capital
Private Executive Assistant & Lifestyle Manager
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Private Executive Assistant & Lifestyle Manager
Private Executive Assistant & Lifestyle Manager – Lisbon
Location: Lisbon, Cascais, or Oeiras area, Portugal Role type: Full-time Working style: Highly in-person, flexible, with regular travel
Job Summary
We are seeking an exceptional Private Executive Assistant & Lifestyle Manager to support a busy entrepreneur and family across personal logistics, travel, calendar, inbox, household coordination, and daily operational needs.
This is not a traditional office-based role but a high-trust, hands-on position for someone who thrives on creating efficiency in fast-moving environments.
The core focus? To eliminate unnecessary friction—decisions, admin, logistics, and communication—so the principal can concentrate on business, family, health, and high-value work.
The ideal candidate will be proactive, discreet, service-minded, and highly organised, comfortable handling everything from calendar and inbox management to tennis bookings, errands, restaurant reserving, meal coordination, Portuguese bureaucracy, travel logistics, and coordinating with household staff.
Key Responsibilities
1. Daily Life & Personal Operations
Manage the principal’s personal operating system, ensuring seamless daily function.
- Guide and prioritise tasks to reduce decision overload
- Errand running, reservations, deliveries, and purchases
- Coordinate suppliers, deliveries, and services
- Resolve logistical issues pre-problem
- Establish checklists, systems, and routines for efficiency
- Daily priorities/review session with the principal
**Requirements:**solid foresight, self-drivenness, and quick adaptation to preferences.
2. Calendar & Communication Management
Protect and optimise the principal’s time and mental bandwidth.
- Schedule and enforce calendar boundaries
- Block meetings, calls, and personal appointments
- Filter emails/messages, escalate only what’s critical
- Draft/reply on behalf, escalating with trust-building
- Reduce noise and streamline low-value communication
- Follow-ups to prevent drop-offs
3. Travel Management
A major component of the role—high comfort with travel flexibility.
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- Book flights, hotels, transport, restaurants
- Create detailed itineraries and travel preparation plans
- On-ground logistics: luggage, packing, transportিতermins
- Check hotel amenities, transport, meals, gym access prior to arrival
- Handle issues pre-emptively for seamless trips
Flexibility: comfortable with ad-hoc scheduling and environmental consistency.
4. Household & Lifestyle Coordination
Support the efficient function and logistics of family life with home assistance.
- Coordinate with household staff, ensuring smooth home function
- Manage repairs, maintenance, deliveries
- Look after laundry, dry-cleaning, and car-related tasks
- Stock groceries, household basics, fuel
- Book restaurants and deliveries, assist with meal prep training
- Hands-on need-based help (e.g., extra hands during large meals)
5. Food, Health & Personal Preferences
Build and adhere to the principal’s personal preferences.
- Organise groceries, meals, and restaurant bookings
- Understand and accommodate dietary/hydration preferences
- Manage health appointments (doctors, dentists, physio, etc.)
- Maintain nomad-friendly food routines while travelling
6. Portuguese Local Admin Support
Fluent Portuguese is essential—deep knowledge of local logistics.
- Handle Portuguese bureaucracy, appointments with authorities, forms
- Communicate directly with local suppliers, service providers
- Facilitate car, school, home admin coordination
- Translate or clarify where needed
About You
We seek someone who embodies the following:
- Exceptional organisation and detail orientation
- Unwavering discretion and trustworthiness
- Professional, yet comfortably easygoing
- Comfortable with children (but not as a nanny)
- Discreet authority: confident saying ‘no’ to preserve focus and fairness
- Flexible with schedule and unexpected tasks
- A solid operational background as:
- Private PA/Lifestyle Manager
- Family office assistant
- Luxury concierge/household manager
- Executive assistant with at-home applied focus
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Warning: Purely corporate EAs may struggle without experience of hands-on tasks, and housekeepers may not balance inbox/calendar duties.
Success After Three Months
The principal will notice:
- Far less time spent on admin/logistics
- Hassle-free trips requiring minimal oversight
- Protected and efficiently managed calendar
- Filtered communication streamlining email burden
- Right-coordinated household/logistics requiring minimal input
- Understanding of preferences enabling independent decision-making
- Smoother, calmer, sharper workflow
Access and Trust
Key Elements:
- Gradual access to sensitive systems (calendar/email/travel accounts), following confidentiality precedure
- Confidentiality agreements mandatory
- Expanded access correlate to trust performance and problem-solving
Working Style
High collateral but sustainable energy: expect
- Heavy in-person interaction and action
- Evenings/weekends occasionally
- Asynchronous priorities due to dynamic, urgent demands
- Daily check-ins (not tethered to 9-5)
No quotas—Reliability, judgment, communication matter far more.
Full Details
Qualifications
Essential:
- Fluent Portuguese (and strong written English)
- Located near Lisbon, Cascais, or Oeiras
- Legally workable in Portugal
- Skilled in multi-channel logistics + travel
Preferred Bonus:
- Private PA/Lifestyle Manager: 5+ years in this setting
- Family office admin background
- Portuguese local admin experience (e.g., immigration, car maintenance, schools)
Career Outcome
Competitive role offering contractual role, remote visibility, and clear path of trust—produced candidates enrolled for extra ‘problem-solver’ responsibilities and long-term stability.
You?
This is the right role for those who thrive on delivered efficiency. If you enjoy honing systems that preserve a person’s attention, this match feels natural for you. The crown jewel? Deep integration crowned with discretion.
A preferable candidate professionally polished with a down-to-earth practicality.
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Jessica, London
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