Private Travel Coordinator

PRIVATE TRAVEL COORDINATOR Lisbon

Location:

Lisbon / Cascais / Oeiras area Portugal
Role type:
Full-time
Working style:
Highly in-person flexible with regular travel

We are looking for an exceptional Private Travel Coordinator to support a busy entrepreneur and family across personal logistics travel calendar inbox household coordination and daily life operations.

This is not a traditional office-based assistant role. It is a high-trust highly practical in-person role for someone who enjoys creating order around a fast-moving principal and family life.

The core mission is simple:

Remove decisions admin logistics friction and unnecessary communication so the principal can focus on business family health and high-value work.

The ideal person is proactive discreet service-minded highly organised and comfortable doing everything from calendar and inbox management to travel logistics errands restaurant bookings food coordination Portuguese admin packing support during travel and working with household staff and external providers.

1. Daily life and personal operations

You will help run the principals personal operating system.

Responsibilities include:

- Managing daily logistics and priorities
- Removing unnecessary decisions from the principals day
- Handling errands bookings reservations purchases and returns
- Coordinating appointments suppliers deliveries and services
- Making sure practical issues are solved before they become problems
- Creating systems checklists and routines that make life smoother
- Sitting down with the principal once per day to go through priorities decisions and open loops

The role requires someone who can think ahead act independently and learn preferences quickly.

2. Calendar and communication management

You will help protect and manage the principals time and attention.

Responsibilities include:

- Managing and protecting the calendar
- Scheduling meetings calls and personal appointments
- Filtering emails and escalating only what truly needs attention
- Drafting replies and over time replying on behalf of the principal where appropriate
- Managing selected communication channels once trust is established
- Reducing noise unnecessary communication and low-value decisions
- Following up with people so nothing falls through the cracks

The goal is not just to organise communication but to reduce the amount of communication the principal personally needs to deal with.

3. Travel management

Travel is a major part of the role.

The assistant should be comfortable travelling with or ahead of the principal when needed.

Responsibilities include:

- Booking flights hotels transport and restaurants
- Creating itineraries and travel plans
- Coordinating luggage packing lists and practical travel preparation
- Travelling ahead or alongside the principal to ensure everything is ready
- Checking hotel arrangements rooms transport food gym access and local logistics
- Solving issues before arrival
- Making sure travel feels seamless and low-friction

The person should be comfortable with a flexible travel schedule and practical arrangements. Travel will normally be handled in a sensible cost-conscious way.

4. Household and lifestyle coordination

The family has household support including a maid so this is not a cleaning or housekeeping role. However the assistant will help coordinate the system around the household.

Responsibilities include:

- Coordinating with the maid and other household providers
- Making sure the home is prepared and functioning smoothly
- Managing repairs suppliers maintenance and deliveries
- Coordinating laundry dry cleaning car-related tasks and other practical matters
- Making sure groceries and key household items are stocked
- Coordinating food meals restaurant bookings and delivery
- Helping practically with food on occasion if needed
- Supporting family logistics where relevant

The right person should be comfortable both with high-level coordination and practical hands-on help.

5. Food health and personal preferences

The assistant should learn the principals preferences and routines including food health training and travel preferences.

Responsibilities include:

- Coordinating groceries and meals
- Understanding dietary preferences
- Booking restaurants that fit preferences
- Coordinating with the maid on food preparation
- Managing health-related appointments such as doctors dentists physio etc.
- Helping maintain routines during travel

This is not a chef role but the person must be practical and willing to help solve food-related needs when necessary.

6. Portuguese admin and local support

Because the role is based in Portugal strong local knowledge is important.

Responsibilities include:

- Handling Portuguese bureaucracy and appointments
- Speaking with local suppliers service providers and authorities
- Booking and managing local services
- Helping with forms appointments car-related admin doctors schools and other local logistics
- Translating or clarifying Portuguese communication where needed

The person…