Business & Private PA for UHNW Property Development Company Founder/CEO

A luxury residential property developer with spectacular projects across Prime London locations is looking for a PA to support the UHNW Founder in both his business and private life, based in spectacular offices in Central London.

Business PA & Private Support

• Diary management, coordinating business, personal and family commitments.
• Ensuring all meetings and appointments are organised effectively and that the Founder/CEO is in the right place, at the right time, with everything required.
• Preparing and collating meeting documents, presentations, travel information and other relevant materials in advance.
• Staying two steps ahead of the diary, anticipating potential clashes, requirements and issues before they arise.
• Acting as a key point of contact between the Founder/CEO, clients, consultants, contractors and the wider team.
• Managing elements of the family diary, including children's schedules, school commitments and associated administration.
• Liaising with housekeepers and household staff regarding the smooth running of the family's properties and day-to-day requirements.
• Managing the family vehicle fleet, including insurance, MOTs, road tax, servicing and associated administration.
• Overseeing household administration and utility bills across the London and Country properties.
• Organising family holidays from start to finish, including flights, accommodation, transfers, restaurant reservations and detailed itineraries, as well as ensuring passports and visas are in place where required.
• Coordinating occasional business travel and preparing comprehensive itineraries.
• Managing restaurant reservations, events and other personal bookings.
• Handling ad hoc business and personal requests and administration with discretion and efficiency.

Overseeing Office Coordination

• Overseeing the Office Assistant to ensure the smooth day-to-day running of the office, including:
• Overseeing general office requirements and maintaining a well-organised and professional working environment.
• Regularly liaising with the Office Assistant regarding priorities, upcoming meetings, visitors and office requirements.
• Coordinating the onboarding of new starters, including welcome packs, IT set-up, equipment and desk planning.
• Liaising with the IT provider to ensure technology, email accounts, equipment and subscriptions are appropriately maintained.
• Liaising with contractors, suppliers and service providers relating to the office.
• Assisting with updates and general management of the website.
• Coordinating internal 1:1 meetings for members of the Board and senior team.
• Supporting the organisation of summer and Christmas parties, alongside other team events throughout the year.

Property Management

• Supporting the day-to-day management of the Founder/CEO's residential rental property portfolio alongside the Office Assistant.
• Liaising with tenants, managing agents, contractors and suppliers where required.
• Coordinating maintenance and repairs and ensuring issues are followed through to completion.
• Keeping property-related documentation, renewals and administration organised and up to date.

Financial & General Administration

• Ensuring invoices, receipts and supporting documentation are collated and provided promptly to the Accounts team.
• Keeping track of outstanding payments and following up with the Founder/CEO where approval or payment is required.
• Maintaining organised records across household, property and business expenditure.

Experience & Skills

The successful candidate will ideally have:

• PA/EA experience, ideally supporting a Founder, Owner, CEO or similarly senior individual.
• Experience working within a luxury, property, private office, family office or UHNW environment would be highly advantageous, although it is not essential.
• Exceptional attention to detail and extremely strong organisational skills.
• The ability to remain consistently on the ball and two steps ahead, anticipating requirements rather than waiting to be asked.
• Excellent diary management and prioritisation skills, with the confidence to manage a busy and frequently changing schedule.
• A proactive, solutions-focused approach and the ability to take ownership of tasks from beginning to end.
• Excellent written and verbal communication skills and confidence liaising with senior clients and stakeholders.
• High levels of discretion and an understanding of the importance of confidentiality.
• The ability to remain calm, flexible and unflappable when priorities change.
• Strong IT skills, mostly Microsoft Office.
• A personable, organised, discreet, proactive, polished and professional approach.
• The successful candidate will be someone who enjoys being at the centre of a busy office, builds strong relationships quickly and takes genuine pride in ensuring that everything around them runs smoothly.