PRIVATE ASSISTANT TO UHNW CHAIRWOMAN IN THE ARTS (MADRID)

Location
Spain (ES)
Salary
Circa £60k, dependent upon experience.
Posted
05 Aug 2021
Closes
02 Sep 2021
Ref
BA1165
Job Title
PA
Contract Type
Permanent
Hours
Full Time

The PA will work closely with the principal’s Executive Assistant and there will be some over lapping with organising daily logistics such as booking travel and accommodation, various appointments and meetings.  This is predominantly a Private PA role, however there will always be some overlap with the business side too.

Hours:                  Full-time, plus available beyond standard office hours

 

Location:              Madrid is the main base plus potential travel to London, Austria, Switzerland, Croatia and Jamaica

 

Salary:                 Up to £60k, dependent upon experience

 

Start Date:            September 2021

 

Interviewing:        ASAP           

 

Languages:          English and Spanish, ideally with French and/or German but not essential

 

 

 

 

Responsibilities include, but not limited to:

General:

  • Minute taking and meeting scheduling for the Private Family Office meetings - assisting with following up on action points and coordinating the agenda.
  • General point of contact and gateway for the principal when requiring approvals and information, documents to sign and decisions to be made.
  • Assist the family members when needed, with logistics, payments, household issues and general help 

Properties (Switzerland, Spain, UK & Austria):

  • Household maintenance - coordination with housekeeper, cleaner, maintenance staff etc. 
  • Management of Household accounts and payments
  • General administration - cars, parking, council tax etc. 
  • Generating household cost analysis
  • Managing insurances and work closely with Collections manager in keeping track of artwork and property lists

Personal Shopping:

  • All online shopping requests, sourcing and purchases 
  • Ensuring payment is taken from accounts/cards that have funds and managing limits
  • Managing all couriers and shipments to each territory, chasing companies and supply documents when issues with customs

Health: 

  • Management of all aspects related to health - keep records of reports, visits and medications and prescriptions
  • Maintaining insurances are up to date and invoices reimbursed where possible

Accounting: 

  • Set up accounting workflow, management system and procedure for principal’s private funds
  • Oversight and management of UK based accounts 
  • Oversight and management of Spanish, Swiss and Austrian based accounts (inc for children’s apartment)
  • Reports of accounts - overview of anything to note, spending, cashflow etc across private residences: London, Vienna, Gstaad and Madrid
  • Payment of all invoices relating to the principal’s private accounts (household, purchases, travel accounts etc)

Tax and Legal: 

  • Tracking of principals’ travel for tax purposes and advising on notable items 
  • Tracking of children’s/family travel for tax purposes and advising on notable items 
  • Oversight of legal matters 
  • Main point of contact between all legal and accounting professionals across all countries
  • Keeping on top of agreements, obtaining legal signatures where needed

Candidates must be / have:

  • At least 5 years’ experience in a similar role.
  • Strong numerical skills, as the role leans towards finance
  • Strong, independent, efficient individual who pays exceptional attention to detail
  • Able to work alone remotely, and in a team when needed
  • Self-motivating and able to work with challenging individuals
  • A self-starter, proactive and self-disciplined
  • Trustworthy, loyal and personable
  • Able to think on their feet, have a ‘can-do’ attitude and always thinks ahead
  • Provide solutions not problems
  • Flexible in their lives and put work first
  • Ideally speak a few languages: English and Spanish are both essential and ideally with German or French but not essential

 

 

 

 

_________________________________________________________________________________

IMPORTANT

We receive a considerable amount of applications for every position and there is tough competition in the employment market.  In order to process your application as efficiently as possible, please note the following instructions when responding:

  • Detail your relevant experience in a cover letter and include this on an up to date CV
  • Quote your required salary
  • Let us know your availability for interview and when you could start
  • If you can forward references to us, these can only strengthen your application

The more information you can give us, the more we can demonstrate to the client that you are exactly what they are looking for and send your CV on quickly

 Please note that these instructions apply to ALL candidates and applications that do not meet these criteria may not be considered.

 Send your information to: ben@sorted-pa.com  

It is SORTED’s policy, as a matter of courtesy, to respond to all applications within five working days. However, because of the volume of applications, we are sometimes unable to respond to individual candidates. If we have not contacted you within five working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future.

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