Personal Assistant / Executive Assistant to CTO

Neurons Lab; Roma; In loco; EUR 30.000 - 45.000; Tempo pieno

Descrizione del lavoro

A tech company in Rome seeks a Personal Assistant to manage the CTO's communications, schedule, and administrative tasks. The ideal candidate has experience in project management, is proficient in AI tools, and can handle personal and professional responsibilities effectively. This role requires fluency in English and Spanish and favors candidates with experience in the EU.

Competenze

• Mastery of managing inbox communications across multiple platforms.
• Experience with modern AI productivity tools.
• Ability to negotiate contracts and manage vendors.

Mansioni

• Manage the CTO's inbox and correspondence autonomously.
• Organize travels, events, and personal tasks efficiently.
• Systematize tasks while integrating AI solutions.

Conoscenze

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

Russian and/or Ukrainian

Strumenti

ChatGPT

Notion AI

Make

Descrizione del lavoro

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