Job Description

Admin Lead - Private Executive Office

Location:

Sofia, Bremen, or Bodrum (Relocation Preferred; Global Relocation Possible)

Availability:

24/7 support (response to manager within

10 minutes

) -- mandatory

Languages:

Russian (mandatory), English (fluent)

Compensation:

EUR110,000 - EUR150,000 gross annually (competitive, market-aligned)

About the Role

We are seeking a

proactive, detail-oriented, and highly organized Admin Lead

to manage a team of

2-3 Executive Assistants (EAs)

and oversee

25-35 domestic/support staff

(chefs, drivers, housekeepers, security, nannies, etc.).

The Admin Lead will ensure

smooth operations across executive office, household, and personal tasks

, maximize executive productivity, and manage a fast-paced, dynamic workflow across multiple locations.

Candidates must be

available 24/7

, respond to urgent requests

within 10 minutes

, and be willing to

relocate to Sofia, Bremen, or Bodrum

, with flexibility for

global relocation if required

.

Key Responsibilities

Team Leadership & Oversight

Lead and manage 2-3 Executive Assistants and supervise 25-35 household/support staff indirectly through team leads. Ensure all tasks are prioritized, delegated, and completed efficiently, holding the team accountable for results.

Calendar & Scheduling Management

Oversee complex executive scheduling: 120-150 activities per week, including business meetings, personal appointments, sports, transfers, and meals. Attach relevant materials, confirm participants across multiple time zones, and manage last-minute changes.

Travel & Logistics Coordination

Plan and execute seamless travel arrangements: flights, transfers, accommodations, and full itineraries. Coordinate frequent trips (6-8 per month) on short notice, ensuring efficiency and connectivity.

Process Improvement & SOP Implementation

Develop, implement, and maintain

standard operating procedures (SOPs)

, checklists, and structured workflows for EAs and household staff. Continuously optimize operations for calendar management, travel, relocations, and household activities.

Health, Family & Household Support

Coordinate medical appointments, healthcare routines, insurance processes, and household operations. Manage family travel, relocations, and daily household activities with discretion and precision.

Office & Equipment Management

Ensure permanent and temporary offices meet IT, connectivity, and equipment standards. Maintain and stage gym, IT, and productivity equipment; manage inventory for office and household supplies.

VIP & Partner Management

Plan and manage logistics, travel, and agendas for VIP guests, partners, and family members. Deliver high-quality, end-to-end service and ensure satisfaction in all interactions.

Key Performance Indicators (KPIs)

Calendar accuracy ? 95% with no disruptions. Task alignment and visibility within the team = 100%. Immediate response to urgent requests;

10-minute response time for the manager

. VIP/family satisfaction ? 90%. On-time task delivery ? 95%.

Must-Have Qualifications & Personal Qualities

Decisiveness & Initiative:

Take ownership and act quickly. Learn from mistakes and correct them promptly.

Project Management Skills:

Coordinate tasks effectively across the team and ensure timely, high-quality results.

Analytical & Problem-Solving Ability:

Make cost- and time-efficient decisions. Think critically, creatively, and outside the box to optimize complex matters.

Results-Driven & Action-Oriented:

Enjoy completing tasks, improving processes, and managing high-volume workloads.

Attention to Detail:

Track and manage complex calendars, travel arrangements, and multiple priorities with precision.

Team Player & Effective Communication:

Build relationships with diverse personalities. Coordinate with VIPs, partners, employees, and household/support staff for win-win outcomes.

Curiosity & Pursuit of Excellence:

Strive to deliver the best results. Explore alternatives and find the most optimal solutions for meetings, travel, and procurement.

Flexibility & Adaptability:

Thrive under fast-paced, high-pressure conditions. Be ready to travel on demand and relocate as needed.

Responsiveness:

Accommodate urgent requests promptly and ensure tasks are acknowledged and completed.

Security & Confidentiality:

Maintain discretion and security for all communications, data, devices, venues, travel, and guest lists.

Mandatory:

Fluent in

Russian

and English. Proven experience managing

25-35 domestic/household staff

. 8+ years supporting

C-level executives, UHNW individuals, or family offices

. Leadership experience managing 2-3 Executive Assistants.

24/7 availability

with immediate responsiveness (?10 minutes). Willingness to

relocate to Sofia, Bremen, or Bodrum

, with flexibility for

global relocation

if required.
Job Types: Full-time, Permanent

Pay: Up to 150,000.00 per year