Personal Assistant / Executive Assistant to CTO

Neurons Lab; Valencia; Presencial; EUR 30.000 - 45.000; Jornada completa

Descripción de la vacante

A technology-driven firm in Valencia is seeking a Personal Assistant to support the CTO by managing communications and administrative tasks. This role involves organizing schedules, handling correspondence, and facilitating travel arrangements, all while leveraging modern productivity tools like AI. The ideal candidate will have strong English and Spanish skills, with a background in personal or executive assistance and familiarity with AI technologies.

Formación

• Demonstrated experience in inbox triage and managing async communications.
• Proven ability to configure AI tools for productivity.
• Strong background in managing complex calendars across time zones.

Responsabilidades

• Manage inbox and correspondence autonomously.
• Schedule meetings and resolve conflicts efficiently.
• Organize travels, events, and personal tasks for the CTO.

Conocimientos

Inbox triage & async comms mastery

AI-tool configuration

High-stakes calendar orchestration

Vendor & contract negotiation

Project-management frameworks

Executive-level written English

Strong business Spanish

Knowledge of Russian/Ukrainian

Herramientas

Notion

ChatGPT

AI productivity stacks

Descripción del empleo

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