FILLED - Family Office PA

FamilyOffice PA - West End (Office Based)

Short notice or immediate start much preferred. This is an interesting and involved role for someone with 4-5 years of experience in a busy, multitasking role supporting a busy UHNW individual, within a Family Office/UHNW Household or similar. Dealing with the day to day operations and requirements within several divisions. Used to working in a tight team and producing results.

The role is based in a newly established family office of an UHNW family (Major company owners) and you will assist and report into the charming and extremely busy Chief of Staff/Head of Operations. This role is up the sleeves and not desk bound, so you have to enjoy being active and deadline driven from time to time.

Hands on and detail oriented you will take pride in your work and checking will come second nature to you. Excellent tech skills and able to juggle priorities and expectations whilst keeping calm and focused. 5 Based in the office this is a hands on, busy role. There will be site visits, visiting suppliers and meeting contractors. You will have a CV demonstrating experience with refurbishments and dealing with contractors.

Key Responsibilities

• Property and maintenance management - Scheduling and attending site visits with contractors and suppliers on behalf of the team, sourcing and comparing quotes for maintenance and improvement works, and researching and vetting new providers.
• Supplier and vendor management - Making initial contact with suppliers, requesting information and pricing, and presenting findings in a clear and comparable format for review.
• Travel logistics support - Liaising with travel agents and booking platforms to obtain flight options, transfers and accommodation details, and compiling travel information into clear itineraries for review.
• Research and sourcing - Conducting supplier, product and service research, and presenting options in a structured format with clear recommendations.
• Spreadsheet and data management - Building and maintaining Excel trackers for property, staffing, costs and scheduling, while ensuring all operational records remain accurate and up to date.
• Project and event tracking - Maintaining live project trackers across multiple workstreams, monitoring progress against deadlines, flagging delays and ensuring actions are followed up. This also includes tracking logistics and timelines for events, moves, inventories, refurbishments and other scheduled activities.
• Presentation and document preparation - Creating and formatting presentations, spreadsheets and Word documents to a high standard for both internal use and client review.
• Manuals and directories - Creating and maintaining operational manuals, household guides and standard operating procedures, as well as building and updating supplier, contractor and contact directories.
• Administrative support - Providing diary management support, scheduling meetings, following up on outstanding actions, filing and assisting with general office administration. The role will also involve creating schedules and rotas for household staff.

Skills required

• Excellent organisational skills with strong attention to detail.
• Proficient in Microsoft Excel, Word and PowerPoint, with intermediate to advanced Excel skills preferred.
• Confident and professional communicator with strong common sense and a proactive approach.
• Comfortable working independently and using initiative.
• Calm under pressure and able to manage competing priorities.
• Discreet and trustworthy, with an understanding of the standards expected within a private client environment.
• Previous experience in a Private PA, within house management or operations support is essential.