Private Family PA

Private Family PA

Oxshott, Surrey

Up to £70,000 (depending on experience) + 5 Days onsite + Driving license essential

We are seeking a highly organised, proactive and detail-oriented Private Household Family PA to oversee the day-to-day administration of a busy family household and support the management of multiple properties. This is a position of significant trust and responsibility, requiring discretion, sound judgement and a strong sense of ownership. The successful candidate will ensure that family administration, properties and associated logistics are well organised, properly documented and followed through to completion, reducing the need for the principals to personally monitor routine matters. 5 days a week on site in Oxshott. Driving license essential.

Key Duties for the Private PA

• Manage the family diary and appointments, including personal, medical, school, property, contractor, vehicle and travel commitments; anticipate conflicts, confirm arrangements and monitor important dates and deadlines.
• Oversee day-to-day household administration and correspondence, prioritising urgent or official matters and ensuring outstanding actions are followed through.
• Conduct a structured weekly inspection of the main residence, proactively identifying maintenance, cleanliness, presentation, safety or operational issues across the property and external areas.
• Manage property maintenance from identification through to resolution: document issues, source and liaise with contractors, obtain quotations, arrange access, monitor works, check completion and retain relevant invoices, warranties and records.
• Maintain organised records of household and family expenditure, receipts, invoices and recurring bills, monitor renewals, unusual or duplicate charges, missing documentation and outstanding payments. Support the transition to Xero/accounting processes as required.
• Maintain an up-to-date contractor and supplier register, including service details, costs, contracts, servicing schedules and quality/performance notes.
• Maintain a comprehensive household handover file and logical digital filing system covering properties, suppliers, utilities, insurance, warranties, maintenance, vehicles, contracts, tenancy documents and other key household information.
• Assist with the administration of additional properties, coordinating maintenance, documentation, deadlines, landlord/agent communications and associated expenditure.
• Manage official and time-sensitive correspondence from organisations such as HMRC, councils, DVLA, insurers, banks and government bodies: record deadlines, elevate appropriately, liaise with relevant professionals and follow matters through to resolution.
• Maintain proactive oversight of family vehicles, including MOTs, insurance, servicing, repairs, recalls, breakdown cover and parking or penalty notices.
• Assist, when required and agreed, with practical family logistics including children's appointments/activities, pet appointments, transport arrangements and collection of medication or supplies.

The Ideal Private PA

• Clean Driving license and ideally owns own car
• Fluent in Portuguese highly desirable
• Exceptional organisation, attention to detail and ability to prioritise effectively.
• Highly proactive, practical and solutions-focused, with excellent follow-through.
• Discreet, trustworthy and comfortable handling private and confidential information.
• Confident communicating with contractors, suppliers, agents and professional advisers.
• Accurate and methodical with records, documents, expenses and deadlines.
• Calm, reliable and able to work independently while using good judgement.
• High standards of household presentation, maintenance and service.
• Strong written and verbal communication skills.
• Proven experience working in high-end private households
• Proficiency in Excel, Outlook and digital tools
• Strong negotiation skills, with the ability to secure competitive prices and favourable terms from suppliers and service providers
• Experience working with families with children of different ages
• A genuine love of pets and comfort around animals

We appreciate every application but are unable to respond individually to everyone due to the high volumes we receive.

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