Coordinator/Assistant

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.