Personal Assistant
1 month ago
Job Summary:
A high-net-worth (HNW) private family seeks an experienced Junior PA to provide essential administrative support to the Executive Assistant (EA), focusing on managing the family’s personal lifestyle, private matters, and ad-hoc requests. This is a newly created role that will evolve over time, offering a unique opportunity to work in a dynamic, fast-paced environment.
Key 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).
Required Skills and Experience:
- 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.
Personal Attributes:
- Resilience and Adaptability: Comfortable in a fast-paced environment with the ability to handle the unexpected.
- Team Player: Cooperative with the EA and other team members, sharing responsibilities and supporting each other as needed.
- Professionalism: High level of discretion, confidentiality, and professionalism in all interactions.
- Flexible Attitude: Willingness to handle ad-hoc requests and a variety of tasks to meet the family’s needs.
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