Executive Assistant

Executive Assistant
Porto
Porto, Porto District, 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