PRIVATE CONCIERGE – Lisbon
Location: Lisbon / Cascais / Oeiras area, Portugal
Role type: Full-time
Working style: Highly in-person, flexible, with regular travel

Job Summary

We are looking for an exceptional Private Concierge to support a busy entrepreneur and family across personal logistics, travel, calendar, inbox, household coordination and daily life operations.

This is not a traditional office-based assistant role. It is a high-trust, highly practical, in-person role for someone who enjoys creating order around a fast-moving principal and family life.

The core mission is simple:

Remove decisions, admin, logistics, friction and unnecessary communication so the principal can focus on business, family, health and high-value work.

The ideal person is proactive, discreet, service-minded, highly organised and comfortable doing everything from calendar and inbox management to travel logistics, errands, restaurant bookings, food coordination, Portuguese admin, packing support during travel, and working with household staff and external providers.

Key Responsibilities

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.

3. Travel management

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.

About You

We are looking for someone who is:

Highly organised and detail-oriented
Discreet and trustworthy
Calm under pressure
Proactive and able to anticipate needs
Practical and not status-sensitive
Warm, but professional
Comfortable around a family environment
Comfortable with children, while not being hired as a nanny
Able to push back respectfully to protect time and priorities
Comfortable with both luxury environments and everyday errands
Strong at solving problems independently
Flexible with travel and changing schedules
Excellent in Portuguese and strong in English
Based near Lisbon, Cascais or Oeiras
Legally able to work in Portugal

The ideal background could include experience as a:

Private PA
Executive Assistant
Lifestyle Manager
Family office assistant
Luxury hospitality / concierge
High-end household manager
Travel coordinator

A pure corporate EA may be too removed from the practical side of the role. A pure housekeeper may not have the inbox, calendar and communication skills required. The ideal candidate sits between the two: polished, trusted and administratively strong, but also practical, hands-on and service-minded.

WHAT SUCCESS LOOKS LIKE

After three months, success would mean:

The principal spends much less time on admin, logistics and small decisions
Travel is smooth and requires very little input from the principal
The calendar is protected and well managed
Emails and messages are filtered effectively
Household and personal logistics are running smoothly
Food, appointments, errands and local admin are handled proactively
The assistant understands preferences and can make good decisions independently
The principal feels that life has become calmer, simpler and more focused

ACCESS AND TRUST

This is a high-trust role. The successful candidate will gradually receive access to sensitive information and systems as trust builds.

This may include:

Calendar
Email
Travel accounts
Selected communication channels
Household and supplier information
Expense tools or an assistant card with limits

Access will be introduced gradually. Confidentiality and discretion are essential.

A confidentiality agreement will be required.

WORKING STYLE

This role requires high flexibility. It is not a standard 9–5 office role.

The assistant should be comfortable with:

Regular in-person work
Being physically close to the principal when needed
Occasional evening or weekend flexibility
Travel
Fast-changing priorities
Handling both important and small practical tasks
A daily check-in with the principal to review priorities and decisions

The role should be intense but sustainable. Clear communication, trust, good judgment and reliability are more important than being constantly busy.

COMPENSATION

Compensation will be competitive and based on experience, capability and fit.

The right person will have the opportunity to build a long-term, trusted role with significant responsibility and variety.

REQUIREMENTS

Essential:

Fluent Portuguese
Strong English
Based near Lisbon / Cascais / Oeiras
Able to work in person
Able and willing to travel
Strong organisational skills
Excellent discretion and confidentiality
Comfortable with both executive-level tasks and practical lifestyle tasks
Strong problem-solving ability
Valid driving licence preferred

Preferred:

Experience as a private PA, EA, lifestyle manager, family office assistant or luxury concierge
Experience supporting entrepreneurs, founders, executives or high-net-worth families
Experience with travel planning and household coordination
Experience managing inboxes, calendars and suppliers
Strong local knowledge of Portugal

SUMMARY

This is a rare role for someone who enjoys being deeply useful, highly trusted and close to the action.

The right candidate will become the person who makes daily life run smoothly: managing the calendar, inbox, travel, household coordination, errands, food, local admin and personal logistics — while removing decisions and friction wherever possible.

The ideal candidate is polished enough to manage sensitive communication and high-level logistics, but practical enough to pick up food, pack luggage during travel, coordinate repairs, solve small problems and make life easier every day.

PRIVATE CONCIERGE – Lisbon Location: Lisbon / Cascais / Oeiras area, Portugal Role type: Full-time Working style: Highly in-person, flexible, with regular travel

Job Summary

Key Responsibilities

About You

PRIVATE CONCIERGE – Lisbon
Location: Lisbon / Cascais / Oeiras area, Portugal
Role type: Full-time
Working style: Highly in-person, flexible, with regular travel