Personal Assistant

An UHNWI (based in NY) is looking for a PA based out of London who can travel with him approx. 6 months of the year across Europe, Asia, and the Caribbean. When working out of London the role is 9am – 5pm, when travelling it is more 24/7.

Duties will include calendar management, errands, shopping, booking travel, all travel logistics on the ground, property and hotel room set up, ensuring smooth travel at all times.

Job Title: PA with heavy travel

Reporting to: The Principal, but wider team to include the CoS and Family Office

Location: London/ the UK for approx. 6 months of the year working remotely, the remainder of the year significant travel typically across Europe, Asia, and the Caribbean

Hours: When in London, Monday – Friday, 9am – 5pm, when travelling assume a 24/7 approach

Salary: Up to approx. £120,000 per year (including bonus)

The Family: 1 Principal

Homes: 1 apartment in SoHo, New York

The Staff: Family Office in US, Chief of Staff in NY

Key Responsibilities

General Administrative

• Managing the PA email address and responding to any relevant emails on the Principal’s behalf
• Efficient personal calendar planning week to week; ensuring Principal is aware of all appointments and is fully prepared. Working with the wider team to bring all aspects together
• Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
• Organizing all personal travel and holidays including transportation, activities and accommodation. Putting together complicated itineraries and coping with last minute changes/requests.
• Ensuring smooth travel at all times in a pre-emptive manner, e.g. visa completion, vaccination requirements, local currency, airport greeters etc.
• Keeping a record of all expenses and ensuring these are well documented and passed onto the relevant member of the team

Additional Support

• Personal shopping and errand running for the Principal
• Researching recommendations and bookings for hotels/theatre/concerts/art/cultural offerings/present suggestions and restaurants as needed outside of travel needs
• Providing reminders for key dates throughout the year (e.g. birthdays, anniversaries, medical checkups, etc.)
• Managing European based contact lists, e.g. hotels, tour guides, drivers

Travel & on the Ground Support

• Accompanying the Principal on domestic and international trips (predominantly Europe), ensuring all travel needs are met with precision and care
• Delivering luggage and personal belongings to destinations in advance, ensuring accommodations are set up and ready for the Principal's arrival.
• Managing any changes to travel plans and schedule whilst on the ground
• Handling language barriers and navigating foreign environments, ensuring smooth and efficient travel experiences
• Overseeing all aspects of accommodations, including check-ins, room setups, and special requests to ensure the Principal's comfort
• Ensuring the Principal's preferences and requirements are met at all times, anticipating needs and proactively addressing potential issues.
• Liaising with local vendors, service providers, and hotel staff to ensure high service standards and seamless experiences. Ensuring as many relationships as possible are created prior to the trip.

Successful Candidates will:

• Be happy to undertake multiple step interview with different members of the team
• Understand discretion
• Have great experience working with HNWI, and understand luxury
• Be upbeat and positive, highly flexible, and great with people
• Be looking for longevity
• Be a quick study, with great attention to detail
• Confident but a team player
• Able to act pre-emptively and be great at solving problems

Requirements:

• Strong command of English language; good communication skills, both written and verbal
• A clean valid Driver’s License, confident enough to drive both on the left and right hand side, ideally manual licence
• Legally able to work within the United Kingdom
• Legally able to travel internationally
• Ideal if dual citizenship to an EU country for ease of movement but not required
• Ideal if able to speak multiple European languages, top picks French, Spanish, Italian
• Excellent references required from both current and previous employers
• Happy to have a background check run (criminal)