Private PA / Executive Assistant

Private Family Office

Location: Near Marble Arch, London

Working Pattern: 5 days per week in the office, with occasional ad hoc flexibility to work from home

Contract: Full-time, permanent

Reporting to: The Principal

The Role

A highly organised, discreet and emotionally intelligent Private PA / Executive Assistant is required to support a private family office based near Marble Arch.

This is a predominantly private PA role, supporting the smooth running of the Principals’ private lives, family administration, residences, travel, household staff and day-to-day personal affairs. There will also be a small executive element, supporting diary management, correspondence, documents, meetings and occasional project coordination.

The successful candidate will act as a trusted right hand and central point of coordination, ensuring that the Principals’ personal, household and administrative matters are handled with absolute discretion, efficiency and care.

This role will be based in the office 5 days per week, with occasional ad hoc flexibility to work from home where appropriate.

Key Responsibilities

Private PA Support

• Provide high-level private PA support to the Principals and family.
• Manage personal administration, appointments, errands, reservations, gifting and ad hoc
  requests.
• Act as a trusted point of contact for family matters, household administration and personal
  requirements.
• Support with children’s administration, including school communication, medical appointments,
  activities and schedules, working alongside the nannies where required.
• Maintain confidentiality and discretion at all times when handling sensitive family information.

Household and Property Coordination

• Liaise with contractors, suppliers and service providers, attending properties when required.
• Oversee household maintenance, utilities, family vehicles, insurance, permits, parking and
  general property requirements.
• Research and purchase household items as needed.
• Support with household budgets, accounts, invoices and expenditure tracking.
• Assist with the recruitment, rota planning and management of household staff.
• Ensure the household team is kept informed of relevant travel, guest and schedule
  arrangements.

Travel Management

• Arrange complex private and business travel, both domestic and international.
• Prepare detailed and regularly changing itineraries, including flights, hotels, transfers, car hire,
  parking and restaurants.
• Liaise with private aviation providers and management companies where required.
• Arrange visas, passports and travel documentation.
• Maintain accurate travel records and ensure key information is kept up to date.
• Be contactable outside standard hours when the Principals are travelling and urgent matters
  arise.

Diary and Executive Support

• Manage private and business diaries, ensuring all meetings, lunches, dinners, travel
  commitments and reminders are accurately reflected.
• Coordinate with affiliated companies, family members, overseas offices, external contacts and
  guests.
• Draft, review, proofread and edit correspondence, documents and materials for signature.
• Assist with the preparation and finalisation of presentations and briefing documents.
• Respond professionally to queries from internal and external contacts.
• Coordinate meetings, conference calls and occasional multi-party arrangements across different
  time zones.

Administration and Financial Coordination

• Manage invoices and budgeting across family, travel, household and professional expenses.
• Maintain accurate spreadsheets and filing systems.
• Support with health, household and other insurance administration.
• Handle phone, IT, document and general administrative issues.
• Ensure systems and processes are organised, efficient and continuously improved.

Philanthropy, Events and Projects

• Support with philanthropy-related meetings, documents, packs and preparation.
• Coordinate domestic and international meetings throughout the year.
• Assist with events, ensuring they are organised to a high standard and within budget.
• Support selected projects when capacity allows.
• Attend occasional events or support outside standard working hours where required.
• Undertake additional duties and tasks as needed.

The Candidate

The ideal candidate will be highly discreet, proactive and polished, with strong experience supporting UHNW or private family principals. They will be confident operating across private, household and executive matters, with the ability to anticipate needs, manage changing priorities and work with complete confidentiality.

Skills and Experience Required

• Significant previous experience as a Private PA, ideally within a private household, family office or UHNW environment.
• Experience working in an EA, PA or corporate support capacity would be highly advantageous.
• Experience supporting a family with children would be preferable.
• Strong experience managing complex diaries, ever-changing schedules and international travel.
• Previous exposure to household management, property coordination and staff liaison.
• Confident managing invoices, budgets, spreadsheets and financial administration.
• Excellent written and verbal communication skills.
• Highly discreet, trustworthy and professional.
• Emotionally intelligent, approachable and able to build strong working relationships.
• Proactive, solutions-focused and able to anticipate requirements.
• Strong attention to detail and excellent organisational skills.
• Able to work autonomously and use sound judgement.
• Flexible, calm under pressure and comfortable with last-minute requests.
• Advanced Microsoft Office skills, particularly Outlook, Word, Excel and PowerPoint.
• Graduate level or equivalent preferred, though not essential.

Personal Attributes

• Discreet and confidential.
• Calm, capable and highly organised.
• Warm, polished and emotionally intelligent.
• Flexible and hands-on.
• Proactive with a strong “can do” attitude.
• Loyal, reliable and trustworthy.
• Comfortable working at pace in a busy private family office.
• Able to balance professionalism with warmth and common sense.

Additional Information

This is a full-time, office-based role near Marble Arch, working 5 days per week. There may be occasional ad hoc flexibility to work from home, subject to the needs of the Principals and the role. Some flexibility outside standard working hours may be required, particularly when the Principals are travelling or when urgent matters arise.