Personal Assistant / House & Operations Manager

Personal Assistant / House & Operations Manager

Keen Software House

ABOUT THE ROLE We are looking for a reliable, practical and proactive person to support Marek and Olga, assist Keen Software House with operational needs, and manage the daily running of Oranžérie. The purpose of the role is to make our lives easier and protect our time. Success means that practical matters are under control, problems are noticed early, guests and spaces are looked after to a consistently high standard, and tasks move from request to satisfactory completion without repeated reminders. We need someone who takes ownership: understands the intended result, identifies the necessary steps, involves the right people and remains responsible until the matter is fully resolved. This is a varied and hands-on role. Some days will focus on administration, appointments and suppliers; others may involve preparing Oranžérie for guests, coordinating an event, resolving a household issue or handling an unexpected practical situation. MAIN RESPONSIBILITIES PERSONAL AND BUSINESS ADMINISTRATION * Support Marek and Olga with personal, practical and administrative matters. * Help Marek and selected Keen colleagues with documents, research, purchases, logistics, meetings, travel and follow-up. * Communicate confidently with banks, authorities, insurers, accountants, lawyers, suppliers and other institutions. * Make calls, establish requirements, prepare documents, arrange signatures and follow matters through to completion. * Organise appointments, bookings, travel, deliveries, purchases and errands. * Maintain an overview of open tasks, deadlines, documents and recurring obligations. * Provide brief and useful updates covering status, next steps, expected completion and anything requiring a decision. ORANŽÉRIE AND HOUSEHOLD OPERATIONS * Take responsibility for the smooth day-to-day operation of Oranžérie. * Maintain high standards of cleanliness, order, presentation and care throughout the property. * Manage cleaners, the gardener, technicians, maintenance companies and other suppliers. * Plan their work, communicate expectations clearly and check that the completed result meets the required standard. * Coordinate repairs, servicing, inspections, warranties, supplies and preventive maintenance. * Identify problems early and organise the appropriate professional to resolve them. * Keep Oranžérie functioning reliably while Marek and Olga are travelling. * Maintain an overview of suppliers, contacts, access arrangements, costs and service dates. COSTS, HOSPITALITY AND PRACTICAL SUPPORT * Keep costs reasonable, compare offers and check that invoices correspond to the work agreed and completed. * Prepare Oranžérie for guests and events with close attention to detail. * Ensure that rooms and shared spaces are clean, orderly, welcoming and presented to a high standard. * Arrange refreshments, prepare guest rooms, set tables correctly and support private and company events. * Welcome and look after guests in a warm, attentive and professional manner. * Notice practical details that affect a guest’s experience and address them without needing to be instructed. * Support the preparation, running and clearing-up of events. * Handle practical errands and unexpected situations as needed. WHO WE ARE LOOKING FOR You have relevant experience in personal or executive assistance, administration, office operations, hospitality, house management or a similar role. You are proactive, organised, dependable and discreet. You communicate clearly and briefly, remain calm when something unexpected happens and naturally take responsibility for outcomes. You do not wait to be told every step. You turn broad requests into a plan, follow up without reminders and retain ownership until the intended result has been achieved. When specialist knowledge is required, you find and coordinate the appropriate expert. You are confident calling a bank, authority or supplier, asking the necessary questions and determining what needs to happen next. You have a genuine service mindset and no status ego. You notice when something needs doing - whether picking up dirt, carrying boxes, preparing a room, collecting a delivery or resolving an everyday problem - and handle it without feeling that it is beneath you. You understand that hospitality is not only about completing practical tasks. It also requires good judgement, attention to detail, appropriate manners and personal presentation, discretion, and an ability to make guests feel genuinely welcome and well cared for. You take pride in maintaining a beautiful and well-run environment and can recognise the difference between something being merely completed and being completed to an excellent standard. WORKING HOURS AND FLEXIBILITY The role is full-time and primarily carried out on-site during normal working hours. However, flexibility is an important and regular part of the position. Private and company events take place several times per month and may require work in the late afternoon or evening. There may also occasionally be urgent matters that need attention outside standard working hours. These hours will be planned in advance whenever possible and compensated through corresponding time off or adjusted working hours at another time. We are looking for someone who is comfortable with a flexible working rhythm rather than someone who requires the same fixed schedule every day. PRACTICAL REQUIREMENTS * Fluent Czech or Slovak and strong spoken and written English. * Valid driving licence and confidence driving in Prague. * Good computer skills, including email, online services, documents and task-management tools. * Willingness and practical ability to work flexible hours, including several evening events per month and, on very rare occasions, weekends. * Strong references and a high level of discretion. * A professional, appropriate and well-presented manner when representing Marek, Olga, Keen Software House or Oranžérie. LOCATION Onsite Prague 6 - Břevnov WHAT YOU’LL FIND AT KEEN SOFTWARE HOUSE MEANINGFUL AND TRUSTED WORK * A high level of trust, responsibility and independence * The opportunity to take ownership of practical matters and see them through from request to successful completion * Varied work combining personal assistance, administration, property operations, hospitality and event support HOW WE WORK * Direct communication, low bureaucracy and fast decision-making * Space to organise your work independently and recommend better ways of doing things * A primarily on-site role with a flexible working rhythm depending on events and operational needs TIME OFF AND WELLBEING * 5 weeks of vacation * Flexible sick leave A UNIQUE WORKPLACE * Oranžérie in Prague 6 - a beautiful, carefully designed environment with plenty of daylight and a private garden * Modern facilities, quality equipment, bike storage, a gym and shower * A fully stocked kitchen and lunches prepared by our private chefs COMMUNITY * Regular team breakfasts, workshops and informal gatherings * Company events including BBQs, game nights, parties and team-building activities * An international and friendly working environment

House Manager

Nova Founders Capital

HOUSE MANAGER – LISBON Location: Lisbon / Cascais / Oeiras area, Portugal Role type: Full-time Working style: Highly in-person, flexible, with regular travel JOB SUMMARY We are looking for an exceptional House Manager to support a busy entrepreneur and family across personal logistics, travel, calendar, inbox, household coordination and daily life operations. This is not a traditional office-based assistant role. It is a high-trust, highly practical, in-person role for someone who enjoys creating order around a fast-moving principal and family life. The core mission is simple: Remove decisions, admin, logistics, friction and unnecessary communication so the principal can focus on business, family, health and high-value work. The ideal person is proactive, discreet, service-minded, highly organised and comfortable doing everything from calendar and inbox management to travel logistics, errands, restaurant bookings, food coordination, Portuguese admin, packing support during travel, and working with household staff and external providers. KEY RESPONSIBILITIES 1. Daily life and personal operations You will help run the principal’s personal operating system. Responsibilities include: - Managing daily logistics and priorities - Removing unnecessary decisions from the principal’s day - Handling errands, bookings, reservations, purchases and returns - Coordinating appointments, suppliers, deliveries and services - Making sure practical issues are solved before they become problems - Creating systems, checklists and routines that make life smoother - Sitting down with the principal once per day to go through priorities, decisions and open loops The role requires someone who can think ahead, act independently and learn preferences quickly. 2. Calendar and communication management You will help protect and manage the principal’s time and attention. Responsibilities include: - Managing and protecting the calendar - Scheduling meetings, calls and personal appointments - Filtering emails and escalating only what truly needs attention - Drafting replies and, over time, replying on behalf of the principal where appropriate - Managing selected communication channels once trust is established - Reducing noise, unnecessary communication and low-value decisions - Following up with people so nothing falls through the cracks The goal is not just to organise communication, but to reduce the amount of communication the principal personally needs to deal with. 3. Travel management Travel is a major part of the role. The assistant should be comfortable travelling with or ahead of the principal when needed. Responsibilities include: - Booking flights, hotels, transport and restaurants - Creating itineraries and travel plans - Coordinating luggage, packing lists and practical travel preparation - Travelling ahead or alongside the principal to ensure everything is ready - Checking hotel arrangements, rooms, transport, food, gym access and local logistics - Solving issues before arrival - Making sure travel feels seamless and low-friction The person should be comfortable with a flexible travel schedule and practical arrangements. Travel will normally be handled in a sensible, cost-conscious way. 4. Household and lifestyle coordination The family has household support, including a maid, so this is not a cleaning or housekeeping role. However, the assistant will help coordinate the system around the household. Responsibilities include: - Coordinating with the maid and other household providers - Making sure the home is prepared and functioning smoothly - Managing repairs, suppliers, maintenance and deliveries - Coordinating laundry, dry cleaning, car-related tasks and other practical matters - Making sure groceries and key household items are stocked - Coordinating food, meals, restaurant bookings and delivery - Helping practically with food on occasion if needed - Supporting family logistics where relevant The right person should be comfortable both with high-level coordination and practical hands-on help. 5. Food, health and personal preferences The assistant should learn the principal’s preferences and routines, including food, health, training and travel preferences. Responsibilities include: - Coordinating groceries and meals - Understanding dietary preferences - Booking restaurants that fit preferences - Coordinating with the maid on food preparation - Managing health-related appointments such as doctors, dentists, physio, etc. - Helping maintain routines during travel This is not a chef role, but the person must be practical and willing to help solve food-related needs when necessary. 6. Portuguese admin and local support Because the role is based in Portugal, strong local knowledge is important. Responsibilities include: - Handling Portuguese bureaucracy and appointments - Speaking with local suppliers, service providers and authorities - Booking and managing local services - Helping with forms, appointments, car-related admin, doctors, schools and other local logistics - Translating or clarifying Portuguese communication where needed The person must be fluent in Portuguese and have strong English. ABOUT YOU We are looking for someone who is: - Highly organised and detail-oriented - Discreet and trustworthy - Calm under pressure - Proactive and able to anticipate needs - Practical and not status-sensitive - Warm, but professional - Comfortable around a family environment - Comfortable with children, while not being hired as a nanny - Able to push back respectfully to protect time and priorities - Comfortable with both luxury environments and everyday errands - Strong at solving problems independently - Flexible with travel and changing schedules - Excellent in Portuguese and strong in English - Based near Lisbon, Cascais or Oeiras - Legally able to work in Portugal The ideal background could include experience as a: - Private PA - Executive Assistant - Lifestyle Manager - Family office assistant - Luxury hospitality / concierge - High-end household manager - Travel coordinator A pure corporate EA may be too removed from the practical side of the role. A pure housekeeper may not have the inbox, calendar and communication skills required. The ideal candidate sits between the two: polished, trusted and administratively strong, but also practical, hands-on and service-minded. WHAT SUCCESS LOOKS LIKE After three months, success would mean: - The principal spends much less time on admin, logistics and small decisions - Travel is smooth and requires very little input from the principal - The calendar is protected and well managed - Emails and messages are filtered effectively - Household and personal logistics are running smoothly - Food, appointments, errands and local admin are handled proactively - The assistant understands preferences and can make good decisions independently - The principal feels that life has become calmer, simpler and more focused ACCESS AND TRUST This is a high-trust role. The successful candidate will gradually receive access to sensitive information and systems as trust builds. This may include: - Calendar - Email - Travel accounts - Selected communication channels - Household and supplier information - Expense tools or an assistant card with limits Access will be introduced gradually. Confidentiality and discretion are essential. A confidentiality agreement will be required. WORKING STYLE This role requires high flexibility. It is not a standard 9–5 office role. The assistant should be comfortable with: - Regular in-person work - Being physically close to the principal when needed - Occasional evening or weekend flexibility - Travel - Fast-changing priorities - Handling both important and small practical tasks - A daily check-in with the principal to review priorities and decisions The role should be intense but sustainable. Clear communication, trust, good judgment and reliability are more important than being constantly busy. COMPENSATION Compensation will be competitive and based on experience, capability and fit. The right person will have the opportunity to build a long-term, trusted role with significant responsibility and variety. REQUIREMENTS Essential: - Fluent Portuguese - Strong English - Based near Lisbon / Cascais / Oeiras - Able to work in person - Able and willing to travel - Strong organisational skills - Excellent discretion and confidentiality - Comfortable with both executive-level tasks and practical lifestyle tasks - Strong problem-solving ability - Valid driving licence preferred Preferred: - Experience as a private PA, EA, lifestyle manager, family office assistant or luxury concierge - Experience supporting entrepreneurs, founders, executives or high-net-worth families - Experience with travel planning and household coordination - Experience managing inboxes, calendars and suppliers - Strong local knowledge of Portugal SUMMARY This is a rare role for someone who enjoys being deeply useful, highly trusted and close to the action. The right candidate will become the person who makes daily life run smoothly: managing the calendar, inbox, travel, household coordination, errands, food, local admin and personal logistics — while removing decisions and friction wherever possible. The ideal candidate is polished enough to manage sensitive communication and high-level logistics, but practical enough to pick up food, pack luggage during travel, coordinate repairs, solve small problems and make life easier every day. #LI-ONSITE

Assistant Waiter

Soho House

KEY RESPONSIBILITIES – ASSISTANT WAITER As an Assistant Waiter, you play an important role in creating memorable dining experiences for our members and guests. Working alongside the service team, you'll ensure every interaction reflects Soho House's commitment to genuine hospitality, attention to detail and exceptional service. GUEST EXPERIENCE * Deliver warm, engaging and personalised service, ensuring every member and guest feels welcomed and valued. * Support the team in achieving guest satisfaction and departmental service goals while contributing to food and beverage revenue targets. * Follow Soho House service standards and sequence of service across breakfast, lunch, dinner, private events and special occasions. * Engage with guests throughout their dining experience, anticipating their needs and responding promptly to feedback or requests. * Resolve minor service concerns confidently and escalate any operational issues to the Club Manager or Supervisor where appropriate. SERVICE OPERATIONS * Assist in preparing, setting and maintaining restaurant sections to the highest standards before, during and after service. * Escort members and guests, reset tables efficiently and provide seamless support to ensure smooth restaurant operations. * Complete daily opening, closing and side duties as allocated by the Head of Department or Supervisor. * Communicate special requests, guest preferences and operational updates promptly to the management team. * Maintain exceptional knowledge of menus, daily specials and service procedures. STANDARDS & COMPLIANCE * Consistently uphold Soho House brand standards, ensuring attention to detail in every aspect of service. * Maintain impeccable personal grooming and professional appearance in line with company guidelines. * Follow all food safety, hygiene, health and safety policies and operational procedures. * Attend all scheduled training sessions and actively participate in learning and development opportunities. * Comply with all company policies, procedures and code of conduct while promoting a positive and collaborative team culture.