Executive & Personal Assistant to Tech Executive

Executive & Personal Assistant to Tech Executive Portugal

Full-Time

About UltaHost UltaHost is a leading next-generation web hosting and cloud infrastructure company, delivering high-performance solutions to customers worldwide. Since our founding in 2018, we have rapidly grown into one of the fastest-growing hosting providers in the industry, empowering entrepreneurs, developers, agencies, startups, and businesses with cutting-edge hosting technologies and scalable cloud solutions.

Today, UltaHost proudly hosts thousands of websites, WordPress platforms, SaaS applications, and enterprise-level infrastructures globally. Our culture is built around innovation, performance, scalability, and continuous growth.

As we continue our global expansion, we are seeking a high-caliber Executive & Personal Assistant to support one of our senior tech executives across both professional and personal affairs.

Job Overview A senior tech executive is seeking a high-caliber Executive & Personal Assistant to manage both professional and personal affairs. This is a hybrid role for someone who can move seamlessly between scheduling a board call, coordinating an international trip, and managing personal lifestyle logistics - all in the same hour.

The ideal candidate is exceptionally organized, anticipates needs before they are voiced, communicates with absolute precision in English, and represents the principal with professionalism in every interaction.

Reports to:

Principal directly

Type:

Full-time, long-term

Confidentiality:

NDA required at offer stage

Key Responsibilities Executive Support

Manage the principal's professional calendar, meetings, and reminders across multiple time zones.

Draft, edit, and respond to professional correspondence in English on behalf of the principal.

Coordinate internal and external meetings, prepare agendas, and follow up on action items.

Liaise with team members, partners, vendors, and clients on the principal's behalf.

Screen incoming communications and prioritize what reaches the principal.

Maintain confidential documents, contracts, and business records.

Personal Support

Manage personal calendar, appointments, and lifestyle commitments.

Coordinate international travel: flights, hotels, transfers, visas, and detailed itineraries.

Handle personal errands, bookings, deliveries, and reservations.

Coordinate restaurant reservations, events, and social commitments.

Manage personal expenses, receipts, and reimbursements.

Oversee personal shopping, gift sourcing, and special occasion planning.

Liaise with household staff and service providers where needed.

Cross-Cutting

Operate with absolute discretion on confidential matters.

Be available for ad-hoc requests outside standard hours when required.

Anticipate needs and resolve problems before they are escalated.

Take on tasks beyond typical EA scope when needed (e.g. sourcing a lawyer for a company case, hiring a freelance graphic designer) without treating them as “not my job.”

What We're Looking For

Perfect written and spoken English - strict requirement, near-native fluency only.

3+ years as an Executive Assistant, Personal Assistant, or Chief of Staff to a senior executive, HNWI, or founder.

Highly proactive - solves problems before they reach the principal.

Exceptional attention to detail and organizational discipline.

Genuine flexibility with working hours - comfortable handling requests outside standard hours, not just nodding along in the interview.

Genuine flexibility with scope - willing to take on tasks beyond typical EA work.

Discreet, trustworthy, and comfortable signing an NDA.

Reliable home office setup with stable internet and a quiet working environment.

AI proficiency - comfortable using tools like Claude and ChatGPT in daily tasks. Increasingly important for this role.

Arabic fluency (third language is highly valued).

Fluent Russian (written and spoken).

Experience supporting tech, SaaS, or hosting industry executives.

Background managing both business and personal affairs in parallel.

Comfortable with modern tools: Notion, Telegram, Slack, Gmail/Outlook, calendar apps, expense and travel platforms.

Style fit

Polished and professional in tone.

Comfortable in a fast-paced environment with shifting priorities.

Flexible with hours; not a 9-to-5 role.

Operates with quiet confidence - no drama, no excuses.

What We Offer

Competitive salary, commensurate with experience (discussed at interview).

100% remote, with flexibility around UAE/MENA working hours.

Long-term, stable position with significant scope for ownership and growth.

Direct working relationship with the principal.

Opportunity to work with international teams in a dynamic, innovative, fast-paced culture.

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