Private PA / Executive Assistant

Private Family Office Location: Near Marble Arch, London Working Pattern: 5 days per week in the office, with occasional ad hoc flexibility to work from home Contract: Full-time, permanent Reporting to: The Principal The Role A highly organised, discreet and emotionally intelligent Private PA / Executive Assistant is required to support a private family office based near Marble Arch. This is a predominantly private PA role, supporting the smooth running of the Principals’ private lives, family administration, residences, travel, household staff and day-to-day personal affairs. There will also be a small executive element, supporting diary management, correspondence, documents, meetings and occasional project coordination. The successful candidate will act as a trusted right hand and central point of coordination, ensuring that the Principals’ personal, household and administrative matters are handled with absolute discretion, efficiency and care. This role will be based in the office 5 days per week, with occasional ad hoc flexibility to work from home where appropriate. Key Responsibilities Private PA Support Provide high-level private PA support to the Principals and family. Manage personal administration, appointments, errands, reservations, gifting and ad hoc requests. Act as a trusted point of contact for family matters, household administration and personal requirements. Support with children’s administration, including school communication, medical appointments, activities and schedules, working alongside the nannies where required. Maintain confidentiality and discretion at all times when handling sensitive family information. Household and Property Coordination Coordinate the day-to-day administration of the Principals’ residences. Liaise with contractors, suppliers and service providers, attending properties when required. Oversee household maintenance, utilities, family vehicles, insurance, permits, parking and general property requirements. Research and purchase household items as needed. Support with household budgets, accounts, invoices and expenditure tracking. Assist with the recruitment, rota planning and management of household staff. Ensure the household team is kept informed of relevant travel, guest and schedule arrangements. Travel Management Arrange complex private and business travel, both domestic and international. Prepare detailed and regularly changing itineraries, including flights, hotels, transfers, car hire, parking and restaurants. Liaise with private aviation providers and management companies where required. Arrange visas, passports and travel documentation. Maintain accurate travel records and ensure key information is kept up to date. Be contactable outside standard hours when the Principals are travelling and urgent matters arise. Diary and Executive Support Manage private and business diaries, ensuring all meetings, lunches, dinners, travel commitments and reminders are accurately reflected. Coordinate with affiliated companies, family members, overseas offices, external contacts and guests. Draft, review, proofread and edit correspondence, documents and materials for signature. Assist with the preparation and finalisation of presentations and briefing documents. Respond professionally to queries from internal and external contacts. Coordinate meetings, conference calls and occasional multi-party arrangements across different time zones. Administration and Financial Coordination Manage invoices and budgeting across family, travel, household and professional expenses. Maintain accurate spreadsheets and filing systems. Support with health, household and other insurance administration. Handle phone, IT, document and general administrative issues. Ensure systems and processes are organised, efficient and continuously improved. Philanthropy, Events and Projects Support with philanthropy-related meetings, documents, packs and preparation. Coordinate domestic and international meetings throughout the year. Assist with events, ensuring they are organised to a high standard and within budget. Support selected projects when capacity allows. Attend occasional events or support outside standard working hours where required. Undertake additional duties and tasks as needed. The Candidate The ideal candidate will be highly discreet, proactive and polished, with strong experience supporting UHNW or private family principals. They will be confident operating across private, household and executive matters, with the ability to anticipate needs, manage changing priorities and work with complete confidentiality. Skills and Experience Required Significant previous experience as a Private PA, ideally within a private household, family office or UHNW environment. Experience working in an EA, PA or corporate support capacity would be highly advantageous. Experience supporting a family with children would be preferable. Strong experience managing complex diaries, ever-changing schedules and in