1. Daily life and personal operations
You will help run the principal’s personal operating system.
Responsibilities include:
•
Managing daily logistics and priorities
•
Removing unnecessary decisions from the principal’s day
•
Handling errands, bookings, reservations, purchases and returns
•
Coordinating appointments, suppliers, deliveries and services
•
Making sure practical issues are solved before they become problems
•
Creating systems, checklists and routines that make life smoother
•
Sitting down with the principal once per day to go through priorities, decisions and open loops
The role requires someone who can think ahead, act independently and learn preferences quickly.
2. Calendar and communication management
You will help protect and manage the principal’s time and attention.
Responsibilities include:
•
Managing and protecting the calendar
•
Scheduling meetings, calls and personal appointments
•
Filtering emails and escalating only what truly needs attention
•
Drafting replies and, over time, replying on behalf of the principal where appropriate
•
Managing selected communication channels once trust is established
•
Reducing noise, unnecessary communication and low-value decisions
•
Following up with people so nothing falls through the cracks
The goal is not just to organise communication, but to reduce the amount of communication the principal personally needs to deal with.
Travel is a major part of the role.
The assistant should be comfortable travelling with or ahead of the principal when needed.
Responsibilities include:
•
Booking flights, hotels, transport and restaurants
•
Creating itineraries and travel plans
•
Coordinating luggage, packing lists and practical travel preparation
•
Travelling ahead or alongside the principal to ensure everything is ready
•
Checking hotel arrangements, rooms, transport, food, gym access and local logistics
•
Solving issues before arrival
•
Making sure travel feels seamless and low-friction
The person should be comfortable with a flexible travel schedule and practical arrangements. Travel will normally be handled in a sensible, cost-conscious way.
4. Household and lifestyle coordination
The family has household support, including a maid, so this is not a cleaning or housekeeping role. However, the assistant will help coordinate the system around the household.
Responsibilities include:
•
Coordinating with the maid and other household providers
•
Making sure the home is prepared and functioning smoothly
•
Managing repairs, suppliers, maintenance and deliveries
•
Coordinating laundry, dry cleaning, car-related tasks and other practical matters
•
Making sure groceries and key household items are stocked
•
Coordinating food, meals, restaurant bookings and delivery
•
Helping practically with food on occasion if needed
•
Supporting family logistics where relevant
The right person should be comfortable both with high-level coordination and practical hands-on help.
5. Food, health and personal preferences
The assistant should learn the principal’s preferences and routines, including food, health, training and travel preferences.
Responsibilities include:
•
Coordinating groceries and meals
•
Understanding dietary preferences
•
Booking restaurants that fit preferences
•
Coordinating with the maid on food preparation
•
Managing health-related appointments such as doctors, dentists, physio, etc.
•
Helping maintain routines during travel
This is not a chef role, but the person must be practical and willing to help solve food-related needs when necessary.
6. Portuguese admin and local support
Because the role is based in Portugal, strong local knowledge is important.
Responsibilities include:
•
Handling Portuguese bureaucracy and appointments
•
Speaking with local suppliers, service providers and authorities
•
Booking and managing local services
•
Helping with forms, appointments, car-related admin, doctors, schools and other local logistics
•
Translating or clarifying Portuguese communication where needed
The person must be fluent in Portuguese and have strong English.