Coordinator/assistant

Description

Summary: Seeking a highly organized and discreet full-time coordinator to manage household affairs, support boutique hotel operations, and provide personal assistance to an owner and family in Portugal. Highlights: 1. Manage household operations and logistics for a family residence 2. Provide administrative support for a small boutique hotel 3. Offer personal assistance and organize family life in Portugal **Role Overview** We are looking for a reliable and highly organized full\-time coordinator based in the Lisbon / Setúbal area to support three areas of activity: household management for the owner’s family residence, support with operations at a small boutique hotel, and personal assistance for the owner and his family. The owner — who splits his time between Portugal and other European countries — has a young family with two small children, and requires a trusted local person who can manage both practical and administrative matters on the ground. Area 1 — Family Residence (Setúbal) The owner’s family has a private residence in the Setúbal area. The coordinator will help ensure the household runs smoothly, particularly when the family is in residence: * Organize and oversee household services (cleaning, maintenance, deliveries, repairs) * Source and manage local suppliers, tradespeople, and service providers * Coordinate domestic logistics to ensure the home is ready for the family’s arrival * Handle administrative matters related to the property (utilities, local services, subscriptions) * Be a reliable point of contact for anything needed at the house, even when the family is away * Support the smooth running of daily family life during stays — including coordination around the children’s routines and needs * Accountancy follow\-up: check incoming bills and maintain an up\-to\-date expenses table to help the owner track household spending Area 2 — Boutique Hotel Support The coordinator will provide occasional support to the owner in relation to a small boutique hotel. This is not a management role,but rather a support function to assist the owner with administrative and coordination tasks linked to this activity: * Assist with administrative follow\-ups and documentation as needed * Help source suppliers, partners, and local service providers * Liaise with relevant contacts (accountants, legal, banking) on behalf of the owner * Accountancy follow\-up: check invoices and bills, and maintain an expenses table to help the owner monitor spending Area 3 — Personal \& Family Assistance The coordinator will provide personal support to the owner and his family, helping to organize their life in Portugal efficiently and comfortably: * Book and organize transportation — taxis and transfers * Research and book flights, trains, hotels, restaurants, and other services * Assist with personal administrative documents (residency paperwork, utilities, local registrations) * Coordinate family visits and stays — logistics, scheduling, and local arrangements * Handle ad\-hoc personal requests: purchases, deliveries, appointments, reservations * Act as a trusted local contact who can be reached quickly for any day\-to\-day needs Candidate Profile **Contract type:** Full\-time **Location:** Lisbon / Setúbal area **Languages:** Fluent English AND Portuguese (mandatory) **Background:** Administrative, legal, household management, or personal assistant experience preferred **Personal Qualities** * Highly organized and structured, with strong attention to detail * Proactive — able to anticipate needs and act without being asked * Discreet, reliable, and comfortable handling personal and family matters professionally * Warm and adaptable — at ease working around a young family with small children * Able to manage several areas simultaneously and switch between contexts * Strong sense of ownership and follow\-through Context The owner lives between Portugal and other European countries. During his and his family’s time in the Lisbon / Setúbal area, the coordinator is expected to be a dependable and responsive presence — someone who takes initiative, handles matters with discretion, and makes daily life run smoothly for both the family and the business properties. Job Type: Full\-time Pay: 1,500\.00€ \- 2,300\.00€ per month Work Location: Hybrid remote in Setúbal