Personal Assistant (PA)

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.