At a Glance
- Tasks: Support a busy entrepreneur with personal logistics, travel, and daily life operations.
- Company: Dynamic family environment in Lisbon, offering a unique and trusted role.
- Benefits: Competitive salary, flexible working style, and the chance to make a real impact.
- Other info: High-trust role with opportunities for personal growth and responsibility.
- Why this job: Be the key to a smoother, more organised life for a busy family.
- Qualifications: Fluent in Portuguese and English, with strong organisational skills.
The predicted salary is between 40000 - 50000 £ per year.
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 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
- Daily life and personal operations
- 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 loops
- Calendar and communication management
- 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
- Travel management
- 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
- Household and lifestyle coordination
- 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
- Food, health and personal preferences
- 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
- Portuguese admin and local support
- 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
About You
- Highly organised and detail-oriented
- Discreet and trustworthy
- Calm under pressure
- Proactive and able to anticipate needs
- Practical and not status-sensitive
- Warm, but professional
- Comfortable around a family environment
- Comfortable with children, while not being hired as a nanny
- Able to push back respectfully to protect time and priorities
- Comfortable with both luxury environments and everyday errands
- Strong at solving problems independently
- Flexible with travel and changing schedules
- Excellent in Portuguese and strong in English
- Based near Lisbon, Cascais or Oeiras
- Legally able to work in Portugal
The ideal background could include experience as a:
- Private PA
- Executive Assistant
- Lifestyle Manager
- Family office assistant
- Luxury hospitality / concierge
- High-end household manager
- Travel coordinator
WHAT SUCCESS LOOKS LIKE
After three months, success would mean:
- The principal spends much less time on admin, logistics and small decisions
- Travel is smooth and requires very little input from the principal
- The calendar is protected and well managed
- Emails and messages are filtered effectively
- Household and personal logistics are running smoothly
- Food, appointments, errands and local admin are handled proactively
- The assistant understands preferences and can make good decisions independently
- The principal feels that life has become calmer, simpler and more focused
ACCESS AND TRUST
This is a high-trust role. The successful candidate will gradually receive access to sensitive information and systems as trust builds. This may include:
- Calendar
- Travel accounts
- Selected communication channels
- Household and supplier information
- Expense tools or an assistant card with limits
Access will be introduced gradually. Confidentiality and discretion are essential. A confidentiality agreement will be required.
WORKING STYLE
This role requires high flexibility. It is not a standard 9–5 office role. The assistant should be comfortable with:
- Regular in-person work
- Being physically close to the principal when needed
- Occasional evening or weekend flexibility
- Travel
- Fast-changing priorities
- Handling both important and small practical tasks
- A daily check-in with the principal to review priorities and decisions
The role should be intense but sustainable. Clear communication, trust, good judgment and reliability are more important than being constantly busy.
COMPENSATION
Compensation will be competitive and based on experience, capability and fit. The right person will have the opportunity to build a long-term, trusted role with significant responsibility and variety.
REQUIREMENTS
Essential:
- Fluent Portuguese
- Strong English
- Based near Lisbon / Cascais / Oeiras
- Able to work in person
- Able and willing to travel
- Strong organisational skills
- Excellent discretion and confidentiality
- Comfortable with both executive-level tasks and practical lifestyle tasks
- Strong problem-solving ability
- Valid driving licence preferred
Preferred:
- Experience as a private PA, EA, lifestyle manager, family office assistant or luxury concierge
- Experience supporting entrepreneurs, founders, executives or high-net-worth families
- Experience with travel planning and household coordination
- Experience managing inboxes, calendars and suppliers
- Strong local knowledge of Portugal
This is a rare role for someone who enjoys being deeply useful, highly trusted and close to the action. The right candidate will become the person who makes daily life run smoothly: managing the calendar, inbox, travel, household coordination, errands, food, local admin and personal logistics — while removing decisions and friction wherever possible. The ideal candidate is polished enough to manage sensitive communication and high-level logistics, but practical enough to pick up food, pack luggage during travel, coordinate repairs, solve small problems and make life easier every day.
VIP Service Manager in London employer: Nova Founders Capital
At Nova Founders Capital, we pride ourselves on being an exceptional employer that fosters a dynamic and entrepreneurial work culture in the heart of London. As a Talent Associate, you will enjoy unparalleled growth opportunities, working closely with founders and driven colleagues while taking ownership of the recruitment process. Our commitment to internal promotion and operational experience ensures that your contributions are not only valued but also pivotal to our success.
StudySmarter Expert Advice🤫
We think this is how you could land VIP Service Manager in London
✨Get a Taste of the Scene
Try visiting local eateries and asking if they have any full-time positions available. Many hospitality jobs aren’t advertised online, so popping in for a chat can give you an edge and show your enthusiasm!
✨Network at Food Festivals
Food festivals and culinary events are buzzing with industry connections. Attend these to meet restaurateurs and other food service pros; you never know who might be looking for their next star employee!
✨Show Off Your Skills
Create a short video showcasing your cooking or customer service flair. Post it on social media or even send it directly to places you want to work at, like Nova Founders Capital. It’s a fun way to stand out and demonstrate what you bring to the table!
✨Reach Out Directly to Nova Founders Capital
Don't be shy about reaching out to Nova Founders Capital directly through their website. Express your interest in available roles and attach your CV, showing your genuine eagerness to be part of their team. Personal touches can go a long way!
We think you need these skills to ace VIP Service Manager in London
Some tips for your application 🫡
Show Off Your Service Experience:In the hospitality-food-service world, your experience is key! Make sure to highlight any previous roles you've had in restaurants, cafes, or catering. We want to see your customer service skills shine, so include specific examples where you went above and beyond for clients.
Certificates Matter:If you’ve got any relevant certifications, like food safety or bartender training, flaunt them! They can really set you apart from the crowd and show us your dedication to the industry. Just make sure to mention them clearly in your CV or cover letter!
Craft a Genuine Cover Letter:Take the time to write a personal cover letter that reflects your passion for hospitality. Share why you’re excited about Nova Founders Capital and how your skills can contribute to our team's success. We're after that genuine connection!
Highlight Your Team Spirit:In full-time roles, teamwork is everything! Emphasise your ability to work collaboratively in busy environments. Mention any experiences where you’ve effectively collaborated with colleagues or managed conflicts — it's just as important as your technical skills!
How to prepare for a job interview at Nova Founders Capital
✨Show Your People Skills
In hospitality, customer service is everything! Be ready to showcase examples of how you've engaged with customers positively. Maybe you turned a tough situation around or went that extra mile for a guest—let’s hear those stories!
✨Know Your Menu Inside Out
Expect some technical questions about food and drink, especially if you're applying for a kitchen or service role. Brush up on the menu items, including ingredients and any potential allergens. If you’ve got any favourite dishes or cocktails, have a little something prepared to discuss, too!
✨Demonstrate Your Team Spirit
Hospitality thrives on teamwork, so think of examples where you've worked well with others in a fast-paced environment. Be prepared to discuss what makes a great team member and how you contribute to a positive working vibe. They’re looking for that 'good fit!'
✨Get Ready for a Practical Test
In full-time food service roles, don’t be surprised if they want to see your skills in action. Whether it's serving a table or prepping a dish, be mentally prepared for a practical test during the interview. Practice makes perfect—a little dry run with friends could give you the edge!
