Personal Assistant / House & Operations Manager

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