Private PA/Head of Household Staff

Join this relaxed, warm, fun, busy and energetic household, as the Private PA to the family and Head of Household Staff. You’ll be the central linchpin to the smooth running of the family’s private lives, leading on the effective administration and coordination as well as managing their Household team and overseeing their private residences in London and the Cotswolds.

You’ll be key in upholding the family’s values and principles and being central to their day to day lives and privileged to sensitive information, you will need to have discretion and confidentiality at the forefront of your mind.

The Role

• Lead on ensuring the smooth running of the London residence and Cotswolds property, coordinating all aspects from the household staff to maintenance and keeping the Principals informed of any issues where necessary.
• Coordinating & overseeing maintenance projects for the Principals residences, ensuring value for money is achieved.
• Be available on call to oversee any out of hours needs for the Principals residences.
• Responsible for managing household bills and maintenance invoices.
• Purchasing household items for the family as and when requested, researching ideas for the Principals, as requested.
• Lead and manage all household staff, motivating and supporting development where needed.
• Proactively support the principals in identifying team structure requirements/adjustments.
• Recruit, onboard and support all household staff during their employment with the family ensuring they are carrying out their roles diligently and adhering to the family’s principles and values.
• Establish positive, effective working relationships with all household staff.
• Manage all staff paperwork, rotas, leave requests, absences, expenses etc.
• Handle any matters arising from staff promptly, providing support and coaching where required.
• Proactively manage performance throughout the year.
• Escalate any household issues to the Principals on a need to know basis.
• Arrange all aspects of worldwide and domestic travel including the preparation of comprehensive itineraries, flights, hotel bookings, currency, car parking and car hire etc., ensuring the best value for money is achieved.
• Assist with travel arrangements for external/internal visitors as and when required.
• Arrange visas as and when required.
• Liaise and work closely with the Business PA on coordinating diary and travel arrangements where required.
• In consideration of time zones, should urgent matters arise, to be contactable after hours and on weekends when the Principals are travelling abroad.
• Lead and manage ad hoc projects.
• Professionally and efficiently complete special/confidential assignments.
• Manage the coordination of family celebrations or private parties or events within required budgets and timescales.
• Support all administrative needs and correspondence.
• Maintain the family’s calendars and bookings.
• Be the first point of contact for telephone queries, ensuring that all messages are forwarded and responded to quickly and efficiently.
• Implement and maintain an efficient filing system and ensure all documentation in relation to the family is securely stored.

About You

Warm and personable, you’ll have the ability to build effective working relationships, and your strong communication skills, leadership ability and great negotiation skills will be key. Used to working in a fast-paced environment, you’ll be adept in coordinating multiple work streams and shifting priorities with a flexible, proactive and solutions focused approach. You will be someone who takes responsibility and pride in their work with a positive outlook and professional approach.

Relevant experience & skills:

• A minimum of 5 year’s experience in a Private PA, Senior Private PA or Chief of Staff role.
• Strong management experience and skills in leading a team.
• Previous experience in coordinating high volume, complex diary management, meetings and travel (domestic and international), used to handling ever-changing arrangements.
• Experienced in managing properties and overseeing maintenance.
• Experience in managing larger/more complex projects as well as event coordination.
• Financially minded with experience in managing budgets, ensuring value for money is achieved with a creative approach and strong negotiation skills.
• Experience in being accountable for sensitive and confidential documents.
• Strong and effective interpersonal and communication skills.
• Proactive, solutions focused and used to anticipating and looking ahead to requirements.
• Motivated to make improvements to current practices, with a creative approach to solving issues.
• Strong planning and organisational skills with a flexible approach and proven ability to multi-task and work at pace.
• Integrity, professionalism, trust and confidentiality are key requirements.
• Proven analytical skills, with excellent attention to detail and ability to focus and hone in on relevant information.
• Good, effective administrative skills.
• A strong learning ethic and ability to undertake investigative work on own initiative.

Take the next step in your career and apply for this Private PA vacancy today. We look forward to welcoming you onto the team.