UHNW Family Office PA

Really personable Principals of a Private Family Office are looking for an exceptional Executive Assistant to run their worlds. Both Business and private. 

Great place to work, lovely offices and team.

The role would involve the following:

    Accountable for the effective administration, coordination of travel arrangements and communication across different time zones
    Successful coordination and organisation of corporate and private events.
    Build strong relationships to ensure effective communication and coordination with all members of the executive assistant team as well as all contacts of the executive management team. 
    Efficient and timely management of utility bills and coordination of building contractors for the private residences.  
    Undertake other duties and tasks as required.

Key Responsibilities 

Coordinating Meetings

    Co-ordinate regular domestic and worldwide meetings throughout the year. 
    Co-ordinate multi party conference calls across different time zones.
    Collate and distribute applicable documents / board packs prior to the meeting.
    Accurate dictation and note taking at meetings as required.
    Formulate and distribute minutes / memos.
    Arrange meals / refreshments / tea and coffee for meetings as required.
    Meet and greet visitors on arrival.

Diary Management

    Effective communication and coordination of the Principals diaries with other executive management members, contacts at affiliated companies, family members and other guests.
    Ensure the Outlook calendar reflects all known business and private appointments (meetings, lunches, and dinners), travel commitments and reminders.
    Support the effective communication and coordination with the Executive Head Chef in reference to the diary for the executive dining room and private functions. 

Travel Management for the Principals and their family members

    Arrange all aspects of private and corporate worldwide and domestic travel including the preparation of ever changing comprehensive itineraries, flights, hotel bookings, currency, car parking and car hire etc.
    Assist with travel arrangements for external / internal visitors as and when required.
    Arrange visas as and when required.
    In consideration of time zones, should urgent matters arise, to be contactable after hours and on weekends when the Principals are travelling abroad.

Private Residence(s)

    Supporting the coordination and planning of home maintenance and security issues; and attending on site if required.
    Manage the coordination and organisation of events to the required standards within the defined budget and timescales. Attendance may be required at these events outside normal working hours. 

Administration

    Implement and maintain an efficient filing system.
    Review, proofread and edit documents prepared / required for signature.
    Assist with the preparation and finalisation of presentations.
    Professionally respond to worldwide affiliated offices / external company and internal queries. 
    Accurate and timely processing of invoices and compilation and submission of expense forms.

Communication

    Manage incoming communication (including e-mails, messages and telephone queries) and draft or transcribe appropriate replies where necessary.
    Dealing with correspondence and e-mails quickly, efficiently and to a high standard.
    Provide a professional response to all telephone calls and queries.
    Ensure that household staff, contacts in overseas offices and other relevant parties are updated on all travel, meeting and guest arrangements. 

Ad Hoc Projects

    On the private side, there will be interaction with the Principal’s young children and family dog. 
    Assist with ad hoc projects as and when required. Examples include but are not limited to: collecting dry cleaning, purchasing corporate and private gifts, assisting with the executive dining room, general errands for the Principals and / their family members.

Relationship Management

    Establish and build professional relationships for all contacts of executive management.
    As a member of the Executive Assistant team to proactively support and coordinate with the Executive Assistants and board members located in overseas offices.