Job description

Objective and KPIs

Enable CTO to operate exclusively in his genius zone (leadership, technology, strategic relationships) by owning 80%+ of his current communication and administrative workload while maintaining or improving quality standards across all managed areas.

Numerical targets to be defined during work, but they will aim to:

Free ~10-15 hours per week on tasks in the AORs below
Increase communication and relationships management bandwidth to 30-50+ people weekly
Adopting new AI tools or products for repetitive routines and tasks

Areas of Responsibility

Inbox and correspondence management
- Triage, answer autonomously or prepare answers drafts to the incoming emails, social networks messages, personal messengers, Slack messages, etc
- Social media management - scheduling posts, collecting feedback, answering to the comments
Calendar and schedule management
- Protect planned calendar schedule. Resolve meeting conflicts, rescheduled meetings, communicate changes from the CTO side to the other parties
Travels and events management
- Organize travels and events (bookings, flights or other transportation), meetings coordination, venue / restaurant bookings, etc
Relationships management
- Follow-ups and reminders regarding messages to people in my network
- Research and running cold outreach campaigns to the interesting groups of people, i.e. specific AWS representatives in Madrid
- Updates and maintenance in business development systems like Hubspot CRM
Personal and family tasks and duties
- Research and organization of travels, vacations, doctors, education for multiple family members
- Research and organization of household services, vendors or staff (i.e. cleaning, nanny, electrician etc) - may involve phone calls
- Monthly tax reporting organization (invoices collection and uploading)
General systematization and organization with focus on AI
- Keeping main working environments from email to Notion clean and organized and up-to-date
- Spotting systematic patterns and suggesting ways to resolve them with AI tools (i.e. answering with the same messages or automated research or getting unread messages at Linkedin with Perplexity)
- Write and update AI prompts for recurring tasks

Skills

Inbox triage & async comms mastery (email, Slack, WhatsApp, LinkedIn)
AI-tool configuration (Make, Notion AI, GPT prompt engineering)
High-stakes calendar orchestration across multiple time-zones
Vendor & contract negotiation
Project-management frameworks (OKR, Kanban, PARA, GTD)
Executive-level written English; strong business Spanish; Russian and/or Ukrainian is a plus

Knowledge

Familiarity with modern AI productivity stacks (ChatGPT, Anthropic, Perplexity, Superhuman, Reclaim, etc.)
EU—especially Spanish—travel, invoicing, and basic tax-compliance norms
Social-platform algorithms & scheduling tooling for LinkedIn / X