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 ~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

Experience

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

• Living / studying / working experience in EU, ideally in Spain