DIARY COORDINATOR / TEAM ASSISTANT - FAMILY OFFICE TO HIGH PROFILE INDIVIDUAL

This is an exciting opportunity for a professional and experienced candidate to join the family office of a high-profile individual as Diary Coordinator and Team Assistant. This varied and fast-paced role will require a high attention to detail, a positive and proactive approach to work, and prior experience of complex diary management in an ever-changing environment.

Joining a small close-knit team, you will be responsible for managing a very busy and frequently changing diary, ensuring that everything is meticulously planned and that all appointments, meetings and social engagements – including regular overseas travel – are scheduled accurately. You will also take a lead on managing correspondence, being the first point of contact for the team, research, as well as overseeing the smooth running of the office.

Prior experience of diary management is essential for this role, as well accuracy and the ability to remain calm and professional in challenging and ever-changing situations. Office hours are 9-5:30 with flexibility required at times.

Duties to include:

• Complex diary management, arranging and booking appointments, meetings and engagements – working with the team to deliver an accurate and always up to date diary.
• First point of contact for both internal and external individuals or organisations
• Managing all correspondence with the team (including invitations and letters) and tracking responses to invitations.
• Managing the electronic and manual filing systems
• Collating or producing any reports as required by the team
• Undertake research and ad-hoc projects, as required.
• Provide administrative support to the senior team members and the head of the department
• Team secretary duties as required
• Office management: including stationary orders and liaising with external suppliers, managing meeting room bookings and meeting preparation.
• Undertake varied duties as required

Essential criteria:

• Prior experience of complex diary management in a fast-paced environment (preferably in a Team Assistant/Secretary/Diary Coordinator role)
• Strong organisational skills, common sense and an eye for detail.
• Professional, loyal and hardworking.
• Calm with the ability to work well under pressure

• Highest level of discretion and confidentiality.
• Fluent English - excellent written and verbal communication skills.
• Enthusiastic, positive and self-motivated.
• Proficient in Microsoft Office Suite.
• Ability to multi-task, prioritise, be a proactive self-starter and demonstrate self-initiative.
• A team player who is willing to work collaboratively, as well as autonomously.
• Checkable references are essential.

If this role sound of interest, and you meet the essential criteria, please apply within or get in touch to find out more.