VIP Service Manager

VIP SERVICE MANAGER – Lisbon Location: Lisbon / Cascais / Oeiras area, PortugalRole type: Full-timeWorking style: Highly in-person, flexible, with regular travel Job Summary We are looking for an exceptional VIP Service Manager 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. Key Responsibilities 1. Daily life and personal operationsYou will help run the principal’s personal operating system.Responsibilities include:- Managing daily logistics and priorities- Removing unnecessary decisions from the principal’s 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 loopsThe role requires someone who can think ahead, act independently and learn preferences quickly.2. Calendar and communication managementYou will help protect and manage the principal’s 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 cracksThe goal is not just to organise communication, but to reduce the amount of communication the principal personally needs to deal with.3. Travel managementTravel 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 s...