Senior Executive Assistant & Lifestyle

About the Role: We are seeking a highly capable Senior Executive Assistant & Lifestyle Manager to provide comprehensive support to a French entrepreneur based in Rio de Janeiro. The individual owns two businesses with teams split between Europe and Brazil while also navigating the challenges of living abroad. This is an exciting opportunity for someone with extensive experience supporting HNWIs or high-profile entrepreneurs—someone who thrives in dynamic, fast-paced environments and is accustomed to balancing both business and personal demands. As a trusted partner, you will be responsible for managing day-to-day operations, providing executive support in all business matters, and overseeing personal and lifestyle-related tasks.

The ideal candidate is proactive, extremely detail-oriented, highly organized, and has exceptional problem-solving skills. You will need to manage everything from business communications and inbox management to personal errands, travel arrangements, and household management, ensuring that the principal’s time is used effectively and that their personal life runs smoothly.

Key Context: The principal is a French entrepreneur living in Rio de Janeiro. His businesses are growing rapidly, and he is looking for someone to help regain focus on long-term objectives while handling both the little and large daily tasks that arise. The right candidate will play a key role in providing structure, managing priorities, and taking ownership of both professional and personal responsibilities.

Responsibilities:

1. Executive Support: Manage inboxes and communications for multiple businesses, handling both business and personal emails with accuracy and prioritization. Anticipate needs and manage follow-ups with the principal’s team, contractors, and third parties to ensure tasks are completed on time. Coordinate complex business and personal calendars, ensuring that the principal’s time is optimized and aligned with key objectives.
2. Lifestyle Management: Manage personal tasks such as errands, household matters, dog care, and personal schedules. Organize travel arrangements (both business and personal), including complex itineraries for international trips, particularly between Europe and Brazil. Assist in planning and coordinating personal events, dining, and lifestyle services, ensuring a high level of discretion and attention to detail.
3. Communications Management: Manage WhatsApp and other messaging platforms, filtering communications and ensuring the principal is only interrupted by matters that require immediate attention. Draft and respond to correspondence on behalf of the principal.
4. Project and Objective Management: Proactively prioritize the principal’s time around long-term goals and business growth. Help the principal stay focused on strategic objectives by managing distractions and keeping day-to-day tasks running smoothly.
5. Follow-Up and Coordination: Liaise with internal teams and external service providers to ensure tasks are moving forward without the principal’s involvement. Act as a gatekeeper, ensuring that all communications and decisions are handled efficiently and according to the principal’s standards.
6. Emergency Handling & Problem-Solving: Respond quickly and effectively to last-minute changes or emergencies, whether business-related or personal. Tackle unexpected challenges with creative solutions, ensuring minimal disruption to the principal’s day.

Skills:

1. Proactivity & Ownership: A self-starter who can anticipate needs and act without constant direction.
2. Organization: Exceptional organizational skills to manage multiple tasks and priorities.
3. Problem-Solving: Able to think creatively and quickly to handle last-minute requests or challenges.
4. Attention to Detail: Meticulous in handling communications, scheduling, and lifestyle management.
5. Discretion: Able to handle sensitive information with the highest level of confidentiality.
6. Tech-Savvy: Comfortable using a range of technology and productivity tools (email management, task management apps, etc.).

Location: This role is based in Rio de Janeiro, and candidates should be willing to relocate or already be located in the region.

Perks:

1. Dynamic Role: The opportunity to manage a wide range of tasks for a high-profile entrepreneur with the potential for growth and development.
2. Diverse Responsibilities: A balance of high-level executive support and personal lifestyle management, here you will matter, and your actions will have a significant impact!
3. Work-Life Balance: Help the principal strike a better work-life balance, and in return, have opportunities for growth in a small but fast-growing business.
4. International Exposure: The chance to work in an international setting, with connections in both Europe and Brazil.

What We’re Looking For:

1. Experience as a Senior Executive Assistant, Lifestyle Manager, or Personal Assistant, preferably to HNWIs or high-profile entrepreneurs.
2. Demonstrated experience handling both business and personal matters with discretion, organization, and efficiency.
3. Proven experience managing calendars, inboxes, and communications for busy executives or high-profile individuals.
4. Strong knowledge of travel arrangements, including experience coordinating complex itineraries.