Personal Assistant Executive Assistant to CTO

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 ~1015 hours per week on tasks in the AORs below

• Increase communication and relationships management bandwidth to 3050+ 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

                • Followups 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 uptodate

                        • 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)

                            • AItool configuration (Make, Notion AI, GPT prompt engineering)

                            • Highstakes calendar orchestration across multiple timezones

                            • Vendor & contract negotiation

                            • Projectmanagement frameworks (OKR, Kanban, PARA, GTD)

                            • Executivelevel written English; strong business Spanish; Russian andor Ukrainian is a plus

                            • Knowledge

                              • Familiarity with modern AI productivity stacks (ChatGPT, Anthropic, Perplexity, Superhuman, Reclaim, etc.)

                              • EU—especially Spanish—travel, invoicing, and basic taxcompliance norms

                              • Socialplatform algorithms & scheduling tooling for LinkedIn X

                              • Experience

                                • ~2 years as a Personal Assistant Executive Assistant Project Manager

                                • Living studying working experience in EU, ideally in Spain