Travelling Personal Assistant

2 months ago

London, United Kingdom SORTED Personal Management Full time

Job Title: Travelling Personal Assistant

Location: London (Extensive travel required)

Job Type: Full-time

Reports to: Chief of Staff
Salary: Competitive depending on experience  

 

Job Summary:

Travelling Personal Assistant will support the principal in all personal and professional matters whilst travelling.  Reporting directly to Chief of Staff, this role involves on ground assistance with the coordination logistics, handling confidential tasks, coordinating with various stakeholders, and ensuring the smooth execution of daily activities across different locations. The ideal candidate will be highly organized, flexible, and capable of managing an evolving schedule in fast-paced and often high-pressure environments.

 

Travelling Personal Assistant to principal based in India, who spends 50% of their time travelling to destinations such as New York, LA, London and Europe.  Principal has a young family and looking for a candidate  to support Chief of Staff with all of principal’s private affairs whilst abroad.  Including assisting with the set-up of accommodation overseas prior to arrival, appointments and restaurant bookings, wardrobe management and personal shopping.   Supporting with appointments and bookings for principal’s young children. 

 

This role involves managing logistics, handling confidential tasks, coordinating with various stakeholders, and ensuring the smooth execution of daily activities across different locations. The ideal candidate will be highly organized, flexible, and capable of managing an evolving schedule in fast-paced and often high-pressure environments.

Candidate would also assist with the coordination and management of principal’s wardrobe, working closely with styling assistant based in India.  Would include personal shopping, wardrobe set up, and cataloguing new items etc.  

 

Candidate would be expected to travel during periods that principal was outside of India, and often at short notice. Previous experience with lifestyle management, looking for someone with at least 2 years in the industry.   When not travelling would be based in London - working from home or from Central London Office.

 

Key Responsibilities:

Schedule Management:

Assisting with manage the principal’s personal schedule whilst travelling, including meetings, events, personal appointments, and social engagements.

Proactively adjust schedules to accommodate time zone changes, unforeseen delays, and changing priorities.

Booking personal appointment, restaurants, theatre, museums for Principal and schildren 

Personal Shopping and Wardrobe Management:

Handle a wide range of personal tasks such as shopping etc 

Managing Principal’s wardrobe whilst travelling in coordination with styling assistant 

Coordinating with designers, fashion houses on Principal’s behalf  

Communication & Correspondence:

Act as a liaison between the principal and various contacts (friends, business associates, suppliers, etc.) when required 

Printing and coordination of meeting documents as required 

Event & Meeting Coordination:

Support with planning and organize personal and business events, dinners, meetings, and activities across multiple locations.

Ensure all venues, transportation, and services are arranged and meet the principal’s expectations.

Travel Coordination:

Assisting with travel arrangements, including flights, hotels, ground transportation, and itineraries.

Financial & Budget Management:

Recording and tracking financial transactions related to travel, events, and personal purchases 

Provide regular reports on expenditures to CoS and assist in keeping the within set budgetary limits.

Problem Solving & Flexibility:

Anticipate and resolve issues as they arise during travel or events, adapting quickly to changing circumstances.

Handle unexpected delays, cancellations, or complications with calm and efficiency.

Confidentiality & Discretion:

Handle all personal and business matters with the utmost confidentiality and professionalism.

Manage sensitive documents and information in a secure and discreet manner.

Vendor & Supplier Liaison:

Establish and maintain relationships with various service providers, vendors, and suppliers globally.

Assist with bookings for services required during travel or events.

 

Required Qualifications:

Proven experience as a Personal Assistant or Executive Assistant, preferably with experience in a similar travelling role (minimum 2 years) 

Flexibility to travel internationally, often on short notice, and work non-traditional hours.

Exceptional organizational and multitasking skills.

Excellent verbal and written communication skills.

Ability to work independently and proactively in a fast-paced environment.

Strong problem-solving abilities and quick decision-making skills.

High level of discretion, professionalism, and confidentiality.

Proficiency in technology

 

Desirable Skills:

Event planning or hospitality experience.

Familiarity with luxury services and high-end brands.

Strong negotiation and relationship-building skills.

 

Work Conditions:

Frequent and sometimes long-term travel, often with minimal notice.

Irregular working hours, including evenings, weekends, and holidays.

Working in various environments, from high-profile events to secluded destinations.

 

Salary & Benefits:

Competitive salary based on experience.

Travel expenses covered.

30 days holiday a year 

 

This role is ideal for someone who thrives in a dynamic, ever-changing environment and enjoys international travel. A successful Travelling Personal Assistant will be resourceful, detail-oriented, and capable of managing multiple responsibilities with ease.

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