Administrative Lead at Family Office

This is not a classic EA or PA job; it is a managerial leadership role supporting the Founder of Constructor Group, a tech- and education-focused entrepreneur. We are partnering with Constructor - a global ecosystem advancing machine intelligence, quantum technology and life engineering and looking for Administrative Lead to The Founder who works across continents and maintains an active family life; your mission is to keep both streams running smoothly.

This job can be performed in 1) Bremen, Germany 2) Bodrum, Turkey or 3) Sofia, Bulgaria.

You will:

- Lead two to three Executive Assistants and coordinate fifteen-plus household and support staff (drivers, chefs, housekeepers, tutors, security).

- Own every administrative touchpoint for the principal and his family: calendars, complex travel, events, estates, and personal projects.

- Partner closely with the Chief of Staff to bring structure, clarity and speed to a fast-moving environment.

Requirements

Ideal Background:

- 5 + years leading large operational or service teams (executive support, call-centre, hospitality, customer service etc.) and building processes from scratch

- Proven record in administrative operations: calendars, travel, logistics, documentation, vendor & household management

- Ability to coach juniors, set SOPs/KPIs and raise service standards in a high-expectation 24/7 environment

- Extreme attention to detail and strong project execution skills

- Ability to proactively anticipate needs without being asked or directed

- High emotional intelligence, discretion, and cultural sensitivity

- Exceptional verbal, written, and interpersonal communication skills with impeccable attention to detail

- Ability to maintain strict confidentiality, discretion, and professionalism in all interactions.

- Fluent English, extra languages are a plus

- Willingness to relocate to Bremen, Bodrum or Sofia

- Willingness to travel and work on a 24/7 schedule

Must-Haves

Valid passport with the ability to travel frequently is required

5+ years leading large operational or service teams(executive support, call-centre, hospitality, customer service etc) and building processes from scratch

Proven record in administrative operations: calendars, travel, logistics, documentation, vendor & household management

Ability to coach juniors, set SOPs/KIPs and raise service standards in a high-expectation 24/7 environment

Willingness to relocate to Bremen, Bodrum or Sofia

Willingness to travel and work on a 24/7 schedule

Fluent in English, extra languages are a plus

Responsibilities

Key Responsibilities:

- Team Leadership: hire, train, mentor and performance-manage EAs and support staff; set SOPs, KPIs and feedback loops.

- Executive Support: manage schedule, calendar; run the founder’s agenda, priorities and information flow.

- Family Operations: coordinate care and logistics for spouse, children, and extended family. The wife has her own assistants.

- Global Travel: plan multi-stop trips, urgent relocations, visas and entry protocols across several countries.

- Crisis response: handle last-minute changes calmly, including nights, weekends and in-flight adjustments.

Working Conditions

Official employment in Germany, Turkey or Bulgaria, depending on your relocation choice

Relocation support

Occasional business travel to countries including Singapore, Germany, Turkey, Italy, Switzerland, Serbia, and Bulgaria

3–6 month probation period; long-term role with potential for internal promotion