Administrative Support Specialist

2 weeks ago

London, Greater London, United Kingdom Apollo Tyres Ltd Full time

**Job Title:** Personal Assistant

**Location:** London

We are seeking an experienced Junior PA to provide essential administrative support to the Executive Assistant (EA) in a high-net-worth private family. The successful candidate will be responsible for managing the family's personal lifestyle, private matters, and ad-hoc requests.

Main Responsibilities:

  • Administrative Support: Assist the EA in handling lifestyle and family-related tasks, providing another pair of hands for diverse responsibilities.
  • Health Insurance Claims: Manage minor health insurance claims, source medical reports and receipts, and liaise with insurance providers to ensure timely claim processing.
  • Lifestyle and Travel Bookings: Support the EA with travel arrangements and lifestyle bookings for all family members, including coordination of itineraries and reservations.
  • Financial Reconciliation: Assist with credit card reconciliations and receipt sourcing, ensuring accuracy in financial tracking and budgeting.
  • Event and Logistics Management: Help organize family events (both small and large scale), handle guest lists, and oversee logistics, ensuring a smooth and enjoyable experience.
  • Day-to-Day Support: Provide phone and holiday coverage for the EA, including late-night coverage when needed, with appropriate recovery time.
  • Task Management: Run errands, follow up on tasks, and effectively track issues, ensuring the family's and EA's needs are met promptly.
  • Reports Preparation: Collect data from various stakeholders, including vendors, service providers, and family contacts, to prepare regular reports and summaries for the EA and family. Ensure information is accurate, timely, and comprehensive.
  • Relationship Management: Manage family friend lists and send out event invitations as needed.
  • Office Support: Provide late office coverage as necessary (up to 8 pm, with later starts the following day).

Requirements:

  • Experience: 2+ years of PA experience, ideally within a private household, or Family Office setting.
  • Organizational Skills: Strong ability to multitask, prioritize, and maintain high attention to detail in a dynamic environment.
  • Communication: Articulate with a strong command of written and spoken English; able to interact confidently with senior stakeholders and maintain discretion and confidentiality.
  • Proactive and Resourceful: A self-starter who can adapt to changing priorities and remain calm under pressure; experience in problem-solving and responding flexibly to varied requests.
  • Analytical Skills: Comfortable gathering and synthesizing data from multiple sources, with the ability to present it in clear, organized reports for decision-making.
  • Knowledge of London: Well-connected within London's HNW circles, with an understanding of relevant resources and contacts in the area.

Estimated Salary: £45,000 - £55,000 per annum

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