Private PA for UHNW Family in City of London

We are seeking an exceptional Private PA to become an integral part of a warm, dynamic UHNW London family of five, bringing energy, organisation and a proactive approach to keeping busy family life running seamlessly.

At the heart of the role is managing the family calendar and coordinating the busy lives of three school-age children, from school commitments and extracurricular activities to social plans and holidays. Varied, fast-paced and never short of things to do, the role offers plenty of scope to take ownership, think ahead and make a real difference to the family’s day-to-day life.

From arranging travel and family holidays to securing restaurant bookings, coordinating social engagements, overseeing household matters and occasionally supporting recruitment projects, you will bring everything together with exceptional attention to detail and a calm, can-do attitude.

Working closely with the Female Principal, your main day-to-day contact, and the Executive Assistant to the CEO, you will be part of a close-knit team where collaboration, initiative and discretion are key. This is a fantastic opportunity for an experienced Private PA who thrives on variety, enjoys being one step ahead and takes pride in making life easier for those around them.

The role is 3 days working from the office in Central London and 2 days working from the client’s home in West London.

Key Responsibilities

• Managing the family calendar, the most important part of the role: turning forwards, screenshots and messages into accurate diary entries, keeping them up to date as plans change
• Organising the children’s school life, including multiple schools, entrance exams and applications, tutors, school events, fees and portals, and all school admin and coordination with teachers, tutors and nannies
• Coordinating the children’s extracurricular activities and sport (e.g. football, dance, tennis, golf, swimming, music), including sign-ups, re-enrolments, clash management, payments and the daily “who takes each child where” plan
• Travel management, i.e. researching and booking travel and holidays (jet, commercial airlines, cars/logistics, hotels/resorts, villas), preparing itineraries, tracking travel days and managing throughout
• Managing the family’s social calendar, restaurant bookings, birthdays, children’s parties and private events, and personal and health appointments, both in the UK and while the family are overseas
• Handling payments and invoices; checking invoices before payment, following up on refunds and filing documents and receipts
• Recruiting and coordinating household staff, including arranging interviews and trials, and keeping staff schedules in line with the children’s school and activity timetable
• Sourcing and managing contractors and suppliers for the house, arranging trades visits, and acting as first point of contact for any house faults
• Looking after the family’s pets, including booking grooming and vet appointments and arranging care while the family are away
• Chasing schools, suppliers, agencies and venues proactively, and keeping the Principal updated before she has to ask
• Running errands, personal shopping and gift purchasing
• Ad-hoc project and research work as and when required

Skills Required

• Previous Private PA experience (3+ years) within a HNW/VIP setting is a must
• Excellent calendar management, with a strong eye for detail and accuracy
• Excellent records management skills, keeping family preferences, supplier contacts, invoices and documents accurate, organised and up to date
• Responsive, resilient and calm under pressure, able to deal quickly with frequent back-to-back requests
• Highly organised and proactive with the confidence to take initiative, anticipating needs before being asked
• Sound judgement and discretion, able to read situations and people well, handle sensitive family matters confidentially
• Comfortable handling payments and invoices accurately and securely
• Fluent in English, excellent written and verbal communication and polished and professionally presented
• UK-based experience, skills and contacts, with experience working in London
• Flexible when needed, including evenings, weekends and holidays around travel and urgent requests (this is not excessive)

#J-18808-Ljbffr