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SalaryOur client is a very ambitious, high performing yet understated HNWI and he is looking for an EA to support him with all his private and business affairs, as well as to run the design studio for the super luxury, yet refined, hotel he is developing. Whilst he is a very discrete and a non-flashy HNWI, he cherishes travelling and hotels and this venture is his real focus. The role will be roughly 50% personal, 50% business, but this is likely to fluctuate as things with the hotel ramp up. The personal side will involve organising a lot of personal travel itineraries for him and his wife, household management, and creating a system to catalogue, manage and archive his extensive art collection. The latter will involve sorting insurances, logistics and storage for these assets so candidates with comprehensive experience of this is desirable. Our client likes people with a methodical approach who have the experience and ability to apply and implement systems and processes in their work to ensure things run seamlessly, and efficiently. Therefore, it is a vital that candidates have taken ownership of devising and deploying systems to ensure that tasks and projects are managed effectively across either an office environment, private household or art collection. On the business and studio management front, you will be working alongside a lovely team of 6ppl and in a beautiful open plan airy office. As it’s a small set up, you will need to be proactive and really take control of the areas you are working across, driving things forward and adding value. Project management experience would be very valuable in this respect. Duties will include but not be limited to:
Private Assistant tasks:
Assist with the everyday requirements of a high-net-worth individual with the utmost discretion Full diary management across multiple time zones with strong attention to detail; including scheduling meetings and calls, adding all relevant correspondences, notes, and context to appointments, booking transportation Planning and organising complex travel itineraries and holidays schedules (villas/hotels, flight bookings, transfers, drivers etc.) Booking restaurant reservations Management of high value assets (namely the Principal’s art collection) and ensuring these are effectively categorised, archived and maintained Liaising with lawyers and accountants mainly relating to gathering personal information and spending records for the Principal Processing the Principal’s expenses and being responsible for the record keeping of all expenditure Creating and maintaining a filing/archiving system of all relevant documents (a log of travel days, a log of capital improvements to properties, etc) Organising events (e.g. private dinners, family parties, weekend trips) Being primarily responsible for handling all maintenance issues, household bills, services, security, insurance renewals etc Sourcing gifts for friends, family and staff Other ad hoc personal errands (including occasionally pet sitting or finding cover)
Business Assistant tasks:
Providing support to the Principal (in his role as Creative Director and Business Owner) and Chief Operating Officer as and when is necessary; including diary management, taking minutes in meetings and compiling action points Assisting with financial administration; including making payments, processing office expenses and invoices, administering payroll, maintaining asset registers and liaising with the external accountants Overseeing the company’s HR administration; ensuring policies and procedures are adhered to, recording staff holiday, managing new hires onboarding process, and liaising with external HR consultants on employment contracts and maternity packages etc. Fine tuning the admin processes and procedures in the business to ensure things are running as efficiently as possible Owning all studio manager duties, including monitoring and ordering office supplies/equipment and liaising with business services Overseeing the cleaning, utilities and maintenance of the studio Managing office security and health & safety Taking initiative to anticipate and address tasks and challenges
Whilst a very personable individual, our client has high standards and can be direct in his communication so someone confident who is responsive to feedback is important. Whilst the role is office based 4 days per week, with one working from home, there needs to be some flexibility depending on the principal’s movements. There will be contact out of hours, especially if there are travel issues etc, but this isn’t a 24/7 role. This is a really wonderful opportunity (the principal’s last EA was with him for 6 years) working with great people, on a fascinating venture and the role will offer a lots of variety and autonomy. The right candidate will have at least 5 years’ experience supporting an entrepreneur or HNWI in a private capacity, have experience of creating, implementing and taking ownership of systems and procedures across either a household, office or art collection, and have worked in a small office environment, such as a start up, scale up, SME or family office or private household. In addition, proven experience in basic accounting and responsibility for financial administration is wanted. As with any role at this level, strong emotional intelligence, superb attention to detail and the ability to process information quickly and distil key points is paramount. Finally, an appreciation of high end hospitality, including best hotels and restaurants is desirable.
Please note due to the high volume of applications we receive for each role we post; we are only able to respond to successful applicants.
