PA to Founders of Interior Design Firm

3 weeks ago

Central London, United Kingdom Lavender Jones Recruitment Full time

We are looking for a charming and experienced PA to support the successful founders of an interior architecture studio specialising in luxury hospitality and high-end residential design. The founders are a husband-and-wife team and very lovely but incredibly busy being successful business owners and hands on parents. As a result, they need assistance through all aspects of their family and business life and as they’ve never had a PA before they will want someone with the experience to gently guide them and suggest the best processes/systems to ensure their lives can be run efficiently and smoothly. They have a small, friendly and international team of just under 20ppl in the studio and everyone works on a hybrid basis. The duties will include but not be limited to:

Executive Assistant responsibilities:

  • Assist with the everyday requirements of a principals with the utmost discretion
  • Full diary management across business and personal schedules with strong attention to detail; including scheduling meetings and calls, adding all relevant correspondences, notes, and context to appointments, booking transportation etc.
  • Inbox management: prioritising relevant emails and responding where appropriate in a timely manner
  • Taking minutes in meeting and compiling action points
  • Organising travel itineraries; flights, transfers, accommodation, restaurant reservations etc
  • Acting as gatekeeper on all incoming calls, fielding requests, following up appropriately and keeping the principals well informed Building and nurturing relationships with clients 
  • Sorting and managing all expenses/invoices
  • Conducting research/analysis as directed 
  • Creating and maintaining a filing system of all relevant documents
  • Preparing internal and external reports and documentation as needed and ensuring that all correspondence and relevant materials are produced in a timely and accurate manner
  • Creating client invitations on InDesign or software with similar capabilities
  • Assisting the wider team with ad hoc support when needed
  • Greeting guests coming into the studio and offering teas/coffees
  • Managing studio and kitchen suppliers
  • Overseeing the cleaning, utilities and maintenance of the studio
  • Assisting with internal and external events, socials, and dinners
  • Assisting with HR administration; recording staff holiday, helping to onboard new hires etc.  

Private Assistant responsibilities:

  • Planning and organising travel itineraries and holidays schedules (villas/hotels, flight bookings, transfers, drivers etc.)
  • Overseeing and filtering and flagging all important communication from the children’s school and ensuring all events are sync’d with the principals’ diaries
  • Booking all family appointments; dentist, doctors, restaurant reservations etc
  • Organising events (e.g. private dinners, family parties, weekend trips)
  • Creating and maintaining a filing/archiving system for personal paperwork
  • Handling household bills, car MOTs and services, property insurance renewals etc Sourcing gifts for friends, family and staff
  • Other ad hoc personal errands  

The right candidate will have at least 3 years + PA experience supporting at director or founder level, possess excellent communication skills and have a proactive and problem-solving attitude. Some experience across both private and business PA support is required. This is a lovely role that someone can carve out and make their own. It will be fast paced and pressurised at times so someone calm, confident and personable is key. It’s a hybrid role but will require some flex. The studio is in Chelsea.

Please note due to the high volume of applications we receive for each role we post; we are only able to respond to successful applicants. 

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