Head of Personal Assistant (Spain)
High-responsibility executive support role focused on enabling the founder’s effectiveness across business and personal domains. You will act as the central coordination point for scheduling, operations, logistics, and sensitive administrative workflows, ensuring seamless execution of daily priorities. The role combines strategic planning with hands‑on execution, requiring exceptional organizational discipline and the ability to manage multiple moving parts in real time. You will oversee a small support team while building structured systems for task tracking, reporting, and operational efficiency. The environment is fast‑paced, global, and highly dynamic, involving coordination across personal assets, business activities, and international travel. This position is ideal for someone who thrives in high‑trust settings and excels at anticipating needs before they arise.
Accountabilities
* Manage and prioritize the founder’s calendar, meetings, and daily agenda, ensuring optimal time allocation and preparation for all engagements
* Coordinate a team of assistants and contractors, overseeing task execution, workflow organization, and operational improvements
* Handle complex travel planning including multi‑destination itineraries, visas, accommodations, and end‑to‑end logistics for business and personal trips
* Oversee personal and business asset coordination such as vehicles, aircraft, and related maintenance, insurance, and vendor relationships
* Track budgets, expenses, and financial reporting, ensuring accuracy and transparency in all administrative and operational spending
* Manage documentation workflows including renewals, deadlines, submissions, and confidential records with high attention to detail
* Run meetings, prepare materials, document outcomes, and ensure follow‑up actions are completed effectively
* Build and maintain systems, trackers, and operational processes to improve efficiency and accountability across all support functions
* Coordinate personal tasks, relocations, healthcare arrangements, and other sensitive family or lifestyle‑related needs
* Monitor and report on activities, performance tracking, and execution against planned priorities
Requirements
* Proven experience in executive assistant, personal assistant, or chief of staff–type roles supporting senior leaders, founders, or high‑net‑worth individuals
* Strong expertise in calendar management, travel coordination, and multi‑stakeholder scheduling
* Experience managing vendors, contractors, and small operational teams
* Strong financial tracking skills including budgeting, expense reporting, and basic financial oversight
* Excellent organizational and documentation abilities with high attention to detail
* Advanced proficiency with productivity tools such as Excel, Google Sheets, Notion, and task management systems
* Ability to design structured workflows, trackers, and operational systems from scratch
* Exceptional communication skills in English and Russian at professional working proficiency or higher
* Strong discretion and proven ability to handle highly confidential and sensitive information
* High level of prioritization, adaptability, and operational thinking in fast‑paced environments
Benefits
* Fully remote, full‑time opportunity with global flexibility
* 28 calendar days of paid vacation annually
* 7 wellness days per year for rest and personal needs without using sick leave
* Up to $5,000 referral bonuses for successful candidate recommendations
* 50% reimbursement for professional training, conferences, and learning programs
* Corporate discounts for English language learning
* Health benefits including up to $1,000 annual reimbursement for insurance or medical expenses
* Workplace setup support or reimbursement up to $1,000 every three years
* Internal gamified reward system with bonuses redeemable for gifts, experiences, and team activities
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