Personal Assistant & Diary Coordinator - UHNWI in City of London

We are looking for a first class Personal Assistant & Diary Coordinator to play a vital role within our UHNW clients Private Family Office ensuring the smooth and efficient planning and coordination of the principal’s private life and calendar engagements, visits, and internal commitments.

This position requires exceptional organizational skills, attention to detail, discretion, and the ability to liaise effectively with a wide range of internal teams and external stakeholders.

Hours: Full time with out of hours support when required

Location: London based, minimum 2 days a week in office with ad-hoc travel

Salary: Dependent on experience

Start Date: ASAP

Interviewing: Immediately

Responsibilities

• Meeting Support & Tracking: Schedule and coordinate family office meetings, prepare agendas, track follow-up actions, and ensure deadlines are met.
• Project Management: Monitor ongoing initiatives across the family office, maintaining trackers and progress reports for senior review.
• Email & Correspondence Management: Manage inboxes, draft responses, prioritise communications, and ensure timely handling of confidential correspondence.
• Document & Information Flow: Oversee filing systems, briefing notes, and document management, ensuring accurate and discreet record-keeping.
• Liaison: Serve as a trusted point of contact with professional advisers, service providers, and stakeholders connected to family office matters
• Lifestyle Management: Helping with arranging personal appointments, restaurants etc

Calendar & Diary Management

• Support the planning, scheduling, and delivery of Principals daily schedule and calendar
• Maintain accurate and up-to-date diaries, ensuring seamless integration of official, personal, and household commitments.
• Prepare forward planning documents, timetables, and briefing schedules.

Liaison & Coordination

• Act as the central point of contact between Director of the Office, Personal Assistants, Styling team, internal departments, external organisations, and officials regarding diary matters.
• Coordinate with security, travel, press, and operations teams to guarantee the smooth delivery of engagements.
• Attend weekly coordination meeting with wider PA team, as well as attending and leading on Director’s behalf
• Running lead point the outstanding tasks list, google form tracker list and pending meeting to ensure these are accurately updated by the other PAs

Administration & Documentation

• Maintain confidential records, correspondence, and databases relating to the programme.

Travel & Logistics

• Help to coordinate complex travel arrangements and trips
• Liaise with security, operations, and protocol teams to ensure all travel runs smoothly and discreetly.
• Oversee accommodation bookings, transfers, and related logistical requirements.

Requirements

• 5+ years of experience supporting HNWIs, senior executives, or principals in family offices.
• Demonstrated ability to manage complex diaries with the utmost attention to detail.
• Impeccable organizational and communication skills; poised and polished demeanor.
• Service-minded, culturally adaptable, and internationally experienced.
• Comfortable with international travel as required.
• Flexible, resourceful, and able to adapt quickly to changing schedules and priorities.

Please note that we receive a considerable amount of applications for every position and there is tough competition in the employment market. To process your application as efficiently as possible, please provide a detailed cover letter and up-to-date CV, quoting your required salary and confirming your availability for interview.