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