Technical Personal Assistant / Project Coordinator for a Multi-Brand CTO

About the role I'm looking for a trustworthy, reliable, tech-savvy assistant to support a Chief Technology Officer who runs the technology for several brands at once. You'll be the person who keeps everything organized: deadlines, to-dos, and the many custom-built projects we have deployed. This is a key role, and you'll work closely with the CTO every day. What you'll do • Manage and maintain Kanban boards and to-do lists across multiple brands and teams • Keep an overview of all open tasks, follow up with team members, and make sure deadlines are hit • Prepare daily and weekly priority overviews and flag risks before they become problems • Update, monitor, and maintain custom-deployed projects (websites, web apps, small tools) • Handle routine technical tasks: updates, content and config changes, basic troubleshooting • Use AI tools and agents to automate repetitive work and improve our workflows • Document processes so nothing depends on one person's memory What you bring • Professional understanding of IT systems. An ex-developer or technical background is ideal, but this is not a full-time coding role. • Working knowledge of JavaScript, HTML, and PHP, enough to read, adjust, and update existing code • Experience with Coolify or similar self-hosted deployment platforms (Docker, servers, deployments) • Comfortable on macOS • Strong experience with Kanban and task tools (Asana, Trello, Notion, Jira, or similar) • Solid, hands-on experience with AI tools and AI systems (ChatGPT, Claude, automation and agent workflows) • Highly trustworthy and discreet: you'll have access to sensitive systems and accounts • Reliable, proactive, and structured. You don't wait to be asked, and you close loops. • Excellent written English (German is a big plus) Availability and time zones Our team moves between Costa Rica (CST, UTC-6) and Germany (CET/CEST). You need to be flexible and available during overlapping hours for both. Applicants in the Americas or Europe are ideal, and Asia-based applicants are unlikely to fit. Please state your time zone and typical workinghours in your application. Nice to have • Experience with automation tools (n8n, Zapier, Make) or scripting • Experience supporting founders, CTOs, or multi-project teams • Basic server and DevOps knowledge (SSH, DNS, SSL, backups) Shortlisted candidates will complete a short paid test task.