Personal Assistant

2 months ago

London Area, United Kingdom Westgrove Full time

A Tier 1 Family Office are looking for a Private HNW Personal Assistant to join their growing global team.


About Us


Westgrove was founded in 2012, by Partners with a Hedge Fund and Corporate Finance background. Our mission is to provide best-in-class Asset Management and Investment Banking services globally, to a select number of families and their corporates.


Job Description


This is an exceptional opportunity for a high calibre professional who thrives within a fast-paced working environment, to support the Founding Partner and their associated private HNW family. This wide-ranging role is ideal for a self-starter individual with a strong work ethic, who enjoys a fluid working environment where no two days are the same.


We are looking for a confident, proactive and collaborative candidate with a flexible approach and strong interpersonal skills. Experience juggling and prioritising a varied workload in a fast-paced environment alongside strong time management skills and remaining on the ball is key. The candidate will work closely with the principal’s EA.


Job Responsibilities


• Calendar Management - maintain and organise the principal's daily personal schedule alongside the wider family calendar, including appointments, meetings, social engagements, and travel. Coordinate and confirm meeting details and logistics. Provide reminders and ensure the principal is timely for all appointments and engagements.


• Travel Arrangements - plan and book all travel arrangements, including flights, accommodations, and ground transportation. Prepare detailed travel itineraries. Ensure travel documents (passports, visas, etc.) are up-to-date and in order.

• Communication Management - act as the primary point of contact for all communications, including phone calls, emails, and correspondence. Screen and prioritise incoming communications. Draft, review, and send correspondence on behalf of the principal.

• Household Management - oversee household staff, including hiring, training, and scheduling. Ensure the smooth running of the household, including maintenance, repairs, and inventory management. Coordinate with service providers and contractors. Manage property-related expenses and records.

• Financial Management - assist with budgeting, expense tracking, and financial reporting. Manage payments and handle financial transactions as authorised. Maintain records of expenditures and reconcile statements.

• Event Management - plan and organise personal and professional events, including dinners, birthday parties, playdates, educational excursions for the kids and gatherings. Handle all logistics, including venue booking, catering, and guest lists. Ensure the principal's preferences and standards are met.

• Personal Shopping and Errands - handle personal shopping, including purchasing gifts, clothing, and other personal items. Run errands and complete tasks as needed. Maintain records of purchases and returns.

• Liaison and Representation - act as a liaison between the principal and family, friends, business associates, and other contacts. Represent the principal in dealings with various service providers and professionals. Manage relationships and ensure smooth communication. Collaborate with the principal’s corporate executive assistant, ensuring both parties remain in the loop on the principal’s movements.


• Health and Wellness Management - schedule and manage medical appointments, wellness activities, and fitness regimens. Coordinate with healthcare providers and maintain health records. Ensure the principal’s well-being is prioritised and supported.


• Technology and IT Support - provide basic technical support and troubleshoot issues with personal devices. Ensure the principal is equipped with up-to-date technology and software. Manage digital files, passwords, and security measures.


• Special Projects and Tasks - assist with special projects as required, such as property management, charity work, and personal initiatives. Handle miscellaneous tasks and duties as assigned by the principal. Adapt to changing priorities and demands efficiently.


• Confidentiality and Discretion - maintain the highest level of confidentiality regarding all personal and professional matters.Handle sensitive information with discretion and professionalism. Ensure privacy and security protocols are adhered to.


Skills and Requirements


• Degree holder from a reputable establishment.


• Minimum of 3 years professional experience (excluding internships etc); prior private PA UHNWI experience preferred but not a must.

• Proficient in Microsoft Office, in particular Microsoft Outlook.


• Holder of a valid UK drivers license.


• Extremely resourceful, resilient and adaptable;

• Proven ability of providing seamless support under pressure. Calm, upbeat and unflappable;

• Ability to demonstrate initiative, and to work with a high degree of autonomy and independence;

• Proactivity: can multi-task, plan, prioritise and organise. Able to juggle a varied workload, meet deadlines, and plan ahead;

• Superb English, proof-reading skills, exceptional attention to detail whilst always maintaining the highest standards;

• Confidence in working across time zones;

• High degree of emotional intelligence alongside exceptional communication skills, both written and verbal;

• The ability to follow instructions carefully and provide clear, confident communication both internally and externally.

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