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