Personal Assistant / Executive Assistant Job


A small family office based in a residential area of Ladbroke Grove in London, United Kingdom is looking for a full time PA (personal Assistant) to join the team. There are several entrepreneurial ventures and projects combined with running the family affairs, households and properties. Looking for a bright, self-motivated person with a friendly, can do and flexible approach. 
 
Duties and responsibilities

  • PA
  • Managing  the office/family diary and organising meetings.
  • Arranging travel, visas and accommodation
  • Research, planning and booking holidays for the family
  • Renewing memberships 
  • Managing the director’s task list
  • Renewing MOT and TAX for the families cars 
  • Arranging personal matters, such as family meetings and other appointments
  • Liaising with landlords .
  • Liaising with household staff. 
  • Looking for and shortlisting household staff (nannies etc.) 
  • Liaising with agencies re: renewing and negotiating on rental terms 
  • Attending meetings and taking minutes 
  • Liaising on the director’s behalf via email and telephone as directed
  • Answering incoming calls and forwarding messages as appropriate 
  • Meeting and greeting visitors at all levels of seniority
  • Acting as initial point of contact for general enquiries.
  • Liaising with schools 
 
County estate management 

  • Liaising with staff and contractors of the family’s country estate 
  • Liaising with architects and contractors for building and maintenance works
  • Keeping track of expenses for the family country house, making payments, recording payments and income, updating budgets
  • Looking after the utilities of the house 
  • Organising and attending meetings
 
London house development 

  • Liaising with the architects, contractors and other parties involved in the development
  • Monitoring the progress of the project, updating the Director about the development of the project and ensuring decisions are made in relation to this
  • Organising and attending meetings relating to the developments 
 
Other projects

  • Working assisting the finance director on other projects, including property projects.
  • Others to be advised. 
  • Assisting with the development of a music app 
 
General/ Admin/ Office management / Financial, IT

  • General admin support 
  • Updating files and systems
  • Keeping the office tidy and ordering stationery and supplies
  • Liaising with the cleaner and the letting agency
  • Assisting and liaising with the Finance Director regarding the other payments 
  • IT support, liaising with the external IT contractor when required, regarding emails,  technical issues etc.
  • Occasional artwork/ inventory management
  • Updating information on the Director’s art collection 
  • Liaising with galleries for the consignment of artworks 
  • Overseeing storage inventory
  • Arranging repairs, insurance valuations 
  • Liaising with the Finance Director regarding financial matters and sale prices of specific artworks from the collection. 
 
Requirements 

  • Experience as a PA/EA in a family office or a small company 
  • Proficient in MS Office and Mac 
  • A professional and quick-thinking approach in both spoken and written communication
  • A precise and clear writing style, able to suit situation 
  • A professional, flexible and friendly attitude 
  • Able to communicate with people at all different levels 
  • Energetic person 
 
Schedule

Monday to Friday, approximately from 10 am to 6 pm 

Ad reference: 719LD
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Position filled
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