Personal Assistant

nove8; España; Hybrid; EUR 32,000 - 52,000; Full time

Benefits offered by this job

Unlimited time off

Remote or hybrid work

Wellness compensations

Psychologists compensation

Language courses compensation

Co-working compensation

Health insurance

100% Sick Leave Compensation

Team buildings and offsites

Merch

Special Occasions Presents

Job summary

nove8 is a young tech company focused on mobile apps, from pet care to lifestyle. We are seeking a highly organized Personal Assistant / Executive Assistant to become a trusted right hand to a company leader in Spain/Catalonia.

You will bring structure to a busy schedule, handle day-to-day tasks, and ensure important items never get overlooked. The role combines personal assistance, executive support, operations, calendar management, travel planning, and everyday administrative support in Spain.

Qualifications

• 2+ years of experience as a Personal Assistant / Executive Assistant or in a similar role.
• Excellent organizational skills and strong attention to detail.
• Fluent or strong English, Spanish (B2+), and ability to communicate with government offices and service providers.
• Russian or Ukrainian language skills are highly valued.

Responsibilities

• Handle day-to-day administrative tasks in Spain and Catalonia.
• Manage and organize the company leader's calendar and coordinate calls and meetings across time zones.
• Book personal and professional appointments, travel, and accommodations.
• Coordinate with landlords, vendors, clinics, agencies, and other local offices as needed.
• Prepare meeting materials, follow up on tasks, and keep important documents organized.
• Support with research, vendor comparisons, and decision preparation.

Job description

About Us

nove8 is a young tech company focused on mobile apps, from pet care to lifestyle. We build products that help people live, work, and connect in meaningful ways.

Today, we explore new directions, experiment, and create meaningful digital experiences for people around the world. We care about what we build and how we build it, value fairness and trust, and believe that teamwork and curiosity help us move forward together.

At nove8, we create and scale subscription-based mobile products that improve people’s lives and the lives of their pets.

About the Role

We are looking for a highly organized, proactive, and resourceful Personal Assistant / Executive Assistant to become a trusted right hand to a company leader.

This role combines personal assistance, executive support, operations, calendar management, travel planning, and everyday administrative support in Spain/Catalonia.

Your main goal will be to bring structure and clarity to a busy schedule, proactively solve day-to-day tasks, and make sure important things never get lost.

What you’ll do

Personal & Administrative Support

• Handle day-to-day administrative tasks in Spain and Catalonia.
• Book appointments with Extranjería, government institutions, clinics, and other organizations.
• Schedule medical, beauty, and other personal appointments.
• Support apartment and house rental searches.
• Book restaurants, hotels, tickets, transportation, and other services.
• Coordinate registrations for events, conferences, and activities.
• Communicate with service providers, agencies, clinics, lawyers, and local offices.
• Keep track of important documents, deadlines, renewals, and appointments.

Executive Support

• Manage and organize the calendar.
• Schedule calls, meetings, and appointments across different time zones.
• Organize calls, prepare meeting links, and follow up when needed.
• Help prioritize tasks and make sure nothing gets missed.
• Support with research, vendor comparisons, and decision preparation.

Travel & Everyday Life

• Plan and coordinate personal and business trips.
• Research and compare the best options for flights, hotels, transportation, restaurants, and activities.
• Support relocation-related tasks and local arrangements in Spain.
• Source and coordinate nannies, cleaners, and other household staff when needed.
• Proactively identify and solve everyday organizational challenges.

What We’re Looking For

• 2+ years of experience as a Personal Assistant, Executive Assistant, Operations Manager or in a similar role.
• Excellent organizational skills and strong attention to detail.
• Fluent or strong English.
• Spanish B2+ or higher.
• Russian and/or Ukrainian — required.
• Strong knowledge of or hands-on experience with everyday administrative processes in Spain.
• Ability to confidently communicate with government offices, clinics, agencies, service providers, and other local organizations.
• Strong research skills and the ability to quickly find and compare the best options.
• Ability to manage multiple tasks, priorities, and deadlines simultaneously.
• High level of ownership, reliability, discretion, and responsibility.
• Proactive mindset — you don't wait for instructions, you anticipate needs and act.
• Tech-savvy and comfortable working with Google Calendar, Gmail, Google Docs, Notion, messengers, and other productivity tools.

Nice to Have

• Experience supporting founders, CEOs, or entrepreneurs.
• Experience with Spanish bureaucracy and Extranjería.
• Experience with travel planning and relocation support.
• Experience hiring or coordinating household staff.
• Catalan language skills.
• Driver’s license.

Our Benefits

• Time-off Policy - unlimited Out of office days
• Remote or Hybrid work. The choice is yours!
• Wellness compensations
• Psychologists compensation
• Language courses compensation
• Co-working compensation
• Health insurance
• 100% Sick Leave Compensation
• Team buildings and offsites (Spain, Italy, Poland, Portugal and others)
• Merch
• Special Occasions Presents

Take a look at our Instagram to get a feel for our team and culture