Executive Assistant to Founder – Marketing Agency

This is a fully remote position, open to applicants in Portugal.

📋 Description

• Oversee personal travel arrangements, encompassing flights, lodging, transportation, dining reservations, and detailed itineraries.

• Organize personal scheduling, which includes medical appointments, fitness activities, grooming, and other lifestyle commitments.

• Proactively manage visa renewals, residency paperwork, licenses, and other personal administrative tasks.

• Facilitate household operations, such as coordinating vendors, maintenance tasks, deliveries, installations, repairs, and property-related communications.

• Handle personal errands, including sourcing requests, returns, exchanges, and gift shopping.

• Liaise with accountants, attorneys, building management, concierge services, vendors, and various external stakeholders.

• Efficiently manage time-sensitive and last-minute logistical requests.

• Maintain precise calendar management across multiple time zones.

• Proactively anticipate challenges and implement solutions independently.

• Uphold confidentiality, professionalism, and discretion in all activities.

• Identify and address issues proactively.

• Operate autonomously and make prompt, informed decisions.

• Communicate clearly, accurately, and professionally.

• Maintain composure and effectiveness in high-pressure situations.

• Independently coordinate international vendors.

⛳️ Requirements

• Minimum of 2 years of experience supporting a founder, executive, entrepreneur, or C-level professional.

• Must be available across Dubai and European time zones.

• Significant experience working remotely across various time zones.

• Must possess a polished, presentable, and professional appearance.

• Socially adept with high emotional intelligence.

• Demonstrated success in affluent and high-achieving environments.

• Should be highly responsive, detail-oriented, and dependable.

• Excellent verbal and written English communication skills are essential.

• Strong organizational abilities with the capacity to juggle multiple priorities at once.

• Must be proactive, resourceful, and able to work independently without constant oversight.

• Comfortable operating in a high-responsibility environment with fluctuating schedules and urgent requests.

• Strong internet research capabilities and problem-solving skills are required.

• Ability to maintain professionalism and composure under pressure.

• Experience coordinating international travel and lifestyle logistics is highly preferred.

• Candidates with only junior VA or entry-level administrative experience may not be considered.

• Extensive experience working remotely over several years is required.

• In-depth knowledge of the hospitality, luxury, and travel industries is advantageous.

• Capable of independently coordinating and managing international vendors.

🏝️ Benefits

• Competitive salary.

• Opportunity to work with fast-scaling, premium brands.

• Fully remote position within a dynamic, growth-oriented team.

• Clear pathways for career growth and advancement.