Executive Assistant

Executive Assistant
Lisboa
Lisboa, Lisboa, Portugal

Title:

Executive Assistant

Location: Remote/EU time zone

Role: Executive Assistant to Founder

Why you'll love this role

You will work directly with the founder and see the inside of multiple
- dollar businesses in advertising, consulting and recruiting

You will have a lot of autonomy and responsibility once trust is built

You will learn how a modern, content driven consulting and education business runs from the inside

Fully remote, flexible work within agreed time window

We're looking for a long term Executive Assistant to help our founder run his life and companies with less chaos and more intention.

He runs several businesses in advertising, consulting and education for agency owners and
- commerce brands. His days are a mix of calls, deep work, travel, content creation and investments. He moves fast and needs someone he can rely on to keep everything organized, on time and followed through.

If you enjoy making other people’s lives easier, catching small details and keeping a lot of moving pieces under control, keep reading.

You’d be a great fit if you are good at:

Organizing information, people and calendars

Moving fast without missing details

Turning messy input into clean checklists, docs or systems

Learning new tools and software quickly

Communicating clearly in written and spoken English

Protecting your executive’s time and attention

Extra awesome if:

You have worked with SMB founders / CEOs, not just corporate managers

You have experience in agencies, consulting or online businesses

You can spot grammar issues and clean up emails before they go out

You genuinely like being the person behind the scenes that makes everything work

What your day will look like:

Your responsibilities will include, but are not limited to:

⏰ Calendar and time management

Own the calendar completely

Schedule and reschedule meetings with clients, partners, team, podcast invitations and personal appointments

Protect deep work blocks and avoid unnecessary calls

Proactively prepare him for each day with a simple daily brief

Inbox and communication

Triage his email inbox and keep it organized

Draft replies on his behalf for recurring patterns and simple responses

Surface only what is important, with context and suggested actions

Coordinate intros, follow ups and small requests with clients and partners Operations and admin

Prepare simple documents, decks or summaries when needed

Keep track of renewals, subscriptions, invoices and basic paperwork

Help keep files organized in Google Drive and other tools

✈ Travel and logistics

Research and book flights, hotels and transfers

Optimize for convenience and productivity, not just price

Manage itineraries and make sure everything is on the calendar

Handle expense reports and receipts

Project coordination

Help move small projects forward for content, events and launches

Take notes on key calls and turn them into tasks in the project system

Follow up with team members and vendors to ensure deadlines are met

Personal support

Help with personal appointments, gifts, family logistics and other tasks to free up bandwidth

Requirements

2+ years experience as Executive Assistant, Personal Assistant or similar, ideally supporting a founder or executive (big +)

Experience in a fast paced, remote environment

Strong written and spoken English

Portuguese is a +

High level of discretion and ability to handle confidential information

Comfortable with:

Google Calendar, Gmail, Google Docs / Sheets

Zoom, Slack, Whats
App

At least one task manager (Notion, Click
Up, etc)

Strong attention to detail and pride in zero mistakes on important tasks

Proactive, think ahead, and not afraid to ask questions or push back to protect the calendar

Located in a European time zone with reliable internet connection

Nice to have: based in Lisbon

How to apply

Please apply via the easy apply link. Shortlisted candidates will be contacted and provided with a link to complete their application.

Please check your email/in mails for communication from us.

Application deadline:

28 November 2025