Senior Executive Personal Assistant / Lifestyle Manager toto Founder & CEO

About the role

We are seeking an experienced Executive Personal Assistant to support the Founder and CEO of a successful international business group. This role combines high-level personal assistance, lifestyle management, travel coordination, and oversight of multiple residences, vendors, and personal operations. This is not a traditional Personal Assistant role. You will become the central point of coordination for all personal, household, travel, and lifestyle matters, ensuring everything runs smoothly with minimal involvement from the principal. The role requires exceptional organization, discretion, ownership, and the ability to operate independently in a fast-moving environment.

Responsibilities

• Travel & Lifestyle Management
• Coordinate international business and leisure travel (commercial and private aviation)
• Manage visas, itineraries, VIP airport services, transfers, accommodation, and reservations
• Organize luxury travel experiences and special requests
• Maintain loyalty programs, memberships, and VIP access arrangements
• Household & Property Management
• Oversee multiple residences and coordinate with property managers
• Manage maintenance schedules, repairs, utilities, insurance, and service providers
• Maintain vendor relationships and ensure timely completion of all property-related tasks
• Coordinate household inventory, supplies, and procurement
• Personal Administration
• Manage a complex calendar across multiple time zones
• Coordinate medical appointments, wellness programs, and personal schedules
• Handle document management, filing, and confidential records
• Organize personal purchases, deliveries, and day-to-day requests
• Vehicle & Mobility Oversight
• Manage registrations, insurance, servicing, and maintenance schedules
• Coordinate with drivers, workshops, and external providers
• Maintain accurate records and renewal schedules
• Events & Family Support
• Assist with private events, family celebrations, and special occasions
• Coordinate venues, vendors, caterers, and logistics
• Support family-related scheduling and administrative needs
• Vendor & Stakeholder Coordination
• Liaise with lawyers, accountants, doctors, bankers, household staff, and external partners
• Act as the primary point of contact across all personal matters
• Resolve issues proactively before escalation is required
• Financial Administration
• Manage routine payments and expense tracking
• Coordinate invoices, receipts, and vendor documentation
• Support monthly expense reporting and basic financial administration

Requirements

• 5+ years of experience supporting UHNWI, founders, executives, family offices, celebrities, or private households
• Experience managing multiple areas simultaneously: travel, residences, vendors, administration, and logistics
• Strong understanding of luxury travel and premium service standards
• Exceptional organizational and problem-solving skills
• Ability to work independently with minimal supervision
• High emotional intelligence and strong communication skills
• Absolute discretion and professionalism
• Ability to remain calm under pressure and manage changing priorities
• Fluent Bulgarian and English
• Based in Bulgaria (Sofia preferred)
• Flexible availability across time zones when required
• Willingness to occasionally travel if needed
• Ideal Background
• Candidates may come from:
• Lifestyle Management
• Family Office Operations
• Executive / Private Personal Assistance
• Estate Management
• Household Management
• Luxury Concierge Services
• Private Client Services

Benefits

Additional Information

Senior Executive Personal Assistant / Lifestyle Manager toto Founder & CEO Location: Sofia, Bulgaria (preferred) Employment Type: Full-time Compensation: Competitive, based on experience

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at onhires? Share your experience