PA International High Profile - Family Office

Job Description

This role supports the principal on a daily basis and is vital to the smooth running of the Principals hectic diary. For this position, you must have strong interpersonal skills, high-level diary management experience, attention to detail, the ability tothink on your feet and to remain calm under pressure. Excellent written and oral communication skills are essential; you should be organised, diplomatic with an ability to problem solve. You need excellent time management skills and the ability to manage andprioritise a varied workload.Specific PA Duties:* Diary management - organise and manage the Principals diary in consultation with her core team, related parties and third parties whilst proactively ensuring her diary reflects shifting priorities. Working closely with the driver, household and securitystaff to ensure coordination of all diary movements and schedules. Handle all phone calls, post and email communications that relate to the Principals diary* Correspondence management - file and action incoming correspondence and prepare letters/emails on behalf of Principal* Meetings - arrange internal and external meetings including scheduling, greeting guests, coordinating logistics, preparing agendas, circulating papers, tracking action points and taking minutes if required* Events - strategically manage any speaking events / public events/ interviews within the UK and overseas as requested by the numerous charities she supports as patron/chair and boards she sits on in the UK and overseas. Coordinate accordingly and ensure therelevant party prepares speeches and briefings as necessary and that the Principal is updated and well briefed in advance* Travel support - organise visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials including personal requirements such as dress codes. Ensure all costsand expenses are clearly identified in advance of the trip and clarify what amounts will be reimbursed by third parties* Family holidays - organise family holidays (usually three annually) incorporating travel and accommodation arrangements for all the family (as above). Liaise closely with all necessary parties for smooth coordination* Ad hoc family events - help as required with organizing ad-hoc family events (parties, weddings, Christenings)* Personal appointments - book all personal appointments as needed in advance ie. hair and makeup, exercise, dinner engagements etc* Team supervision - train, mentor and provide guidance for junior team members as requiredAdmin and other duties:* Filing - creating, maintaining and retrieving paper/electronic materials for review (for example - ahead of meetings or in support of projects)* Expense management - completing monthly claims, reviewing credit card expenses and invoices for approval* Maintaining contact database - typing business cards and keeping contacts up to date* Maintenance of gifts register - ensure gifts received are recorded on the register* Christmas card mailing - annual Christmas card production process and mailing* Ad hoc duties - as and when required by the Principal and the line managerPerson Specification:* Previous senior level PA/EA experience* Excellent communication, time management and organisational skills* Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook* Experience of working with and interacting with high profile figures* Understanding of protocols for dignitaries and high profile individuals* High levels of discretion, interpersonal skills, good judgement and tact* An ability to operate in a fast moving and pressured environment* Proactive team player with a positive can-do attitudeThis role involves some out of hours work to attend events with the Principal and a requirement to be at the other end of the phone in the evenings and at weekends when necessary for urgent matters, as is the norm for a family office PA. Overseas travel mayalso be necessary but this is minimal. Flexible working options are available following a successful probationary period as and when the Principals diary allows.