Personal Assistant / Executive Assistant to CTO Lisboa

Personal Assistant / Executive Assistant to CTO

Objective and KPIs

Enable CTO to operate exclusively in his genius zone (leadership, technology, strategic relationships) by owning 80%+ of his current communication and administrative workload while maintaining or improving quality standards across all managed areas.

Numerical targets to be defined during work, but they will aim to:

• Free ~10-15 hours per week on tasks in the AORs below
• Increase communication and relationships management bandwidth to 30-50+ people weekly
• Adopting new AI tools or products for repetitive routines and tasks

Areas of Responsibility:

• Inbox and correspondence management
  • Triage, answer autonomously or prepare answers drafts to the incoming emails, social networks messages, personal messengers, Slack messages, etc
  • Social media management - scheduling posts, collecting feedback, answering to the comments
• Calendar and schedule management
  • Protect planned calendar schedule. Resolve meeting conflicts, rescheduled meetings, communicate changes from the CTO side to the other parties
• Travels and events management
  • Organize travels and events (bookings, flights or other transportation), meetings coordination, venue / restaurant bookings, etc
• Relationships management
  • Follow-ups and reminders regarding messages to people in my network
  • Research and running cold outreach campaigns to the interesting groups of people, i. e. specific AWS representatives in Madrid
  • Updates and maintenance in business development systems like Hubspot CRM
• Personal and family tasks and duties
  • Research and organization of travels, vacations, doctors, education for multiple family members
  • Research and organization of household services, vendors or staff (i. e. cleaning, nanny, electrician etc) - may involve phone calls
  • Monthly tax reporting organization (invoices collection and uploading)
• General systematization and organization with focus on AI
  • Keeping main working environments from email to Notion clean and organized and
    -
    - date
  • Spotting systematic patterns and suggesting ways to resolve them with AI tools (i. e. answering with the same messages or automated research or getting unread messages at Linkedin with Perplexity)
  • Write and update AI prompts for recurring tasks

Skills:

• Inbox triage & async comms mastery (email, Slack, Whats
  App, Linked
  In)
• AI-tool configuration (Make, Notion AI, GPT prompt engineering)
• High-stakes calendar orchestration across multiple
  - zones
• Vendor & contract negotiation
• Project-management frameworks (OKR, Kanban, PARA, GTD)
• Executive-level written English; strong business Spanish; Russian and/or Ukrainian is a plus

Knowledge:

• Familiarity with modern AI productivity stacks (Chat
  GPT, Anthropic, Perplexity, Superhuman, Reclaim, etc. )
• EU—especially Spanish—travel, invoicing, and basic
  - compliance norms
• Social-platform algorithms & scheduling tooling for Linked
  In / X

Experience:

• ~2 years as a Personal Assistant / Executive Assistant / Project Manager
• Living / studying / working experience in EU, ideally in Spain