Private Secretary/PA (office based)

Job Description

DIARY

• Working closely with Principals Executive General Manager in scheduling heavy diary management
• Booking all personal appointments - health, family, restaurants, beauty, specialist, stylists etc
• Making sure the dairy is always up to date with business and personal commitments, staff annual leave, staff, family, and friends birthdays

• Liaising with the wider KHI team to understand business projects, timelines, and commitments
• Integrating new systems, for example a digital diary within the Executive Office to ensure all details are always easily accessible
• Coordinating frequent diary changes and organising all contractors, appointments, and meetings accordingly

PERSONAL

• Responsible for thes cheduling of all personal appointments including but not limited to:doctors, dentists, hair, nails, personal training sessions, restaurant bookings, invitations and events.

GLAM TEAM

• Coordinating GLAM team of stylists, tan, nails,hair and make-up artists ahead of events, FILMING and shoots
• Working with EGM, PR team, and wider KHI teams in discussing budgets and logistics

HEALTH

• Responsible for coordinating personal trainers on rotation
• Ensure people are aware of Principals dietary requirements at restaurants and events where food is served
• Ensure vitamins and supplements are stocked, ordering as necessary
• Keep up to date records of all vitamins, supplements, and medications
• Keep up to date records of all tests and results - blood test, referral letters etc
• Overseeing health insurance
• Liaise with trainer and outsourced meal proportion company weekly to ensure appropriate calorie and macro intake

HOUSEHOLD

• Coordinating all personalorders including but not limited to weekly food both in both London and Cotswolds, personal gifting, cleaning products, flowers, beauty products, skin care products, supplements, furniture and clothes orders.This includes liaisingwith VIP Personal Shoppers and booking couriers where necessary
• Keep accurate records of all transactions and spending, including ongoing monthly tracking, expenses fro CEO & EGM
• Manage house keepers in both London and Cotswolds
• Manage gardeners in both London and the Cotswolds
• Manage private driver in London
• Ensure driver is briefed of all travel arrangements including timings and addresses, and reconfirming all bookings so there are never any miscommunications
• Placing orderson behalfo fthehouse keepers and family
• Ensuring all regular products are always stocked up in both homes and personal car
• Recruitment of new housekeepers
• Manage housekeepers expenses, overtime hours, and holidays
• Organise contractors or emergency engineers
• Ensuring all snagging works are competed
• Ensuring properties are in perfect condition for events, photo shoots, and filming
• Managing house utility accounts and making sure all invoices area pproved andpassed onto EGM for prompt payment

TRAVEL

• Extensive travel organisation and coordination for both business and personal trips
• Create indepth itineraries
• Arrange visas and passport renewals
• Book hotels, restaurants, activities, treatments, private trainers
• Book private and commercial flights
• Arrange all check ins
• Arrange all transfers
• Arrange meet + greet services, book lounges and VIP assistance where possible
• Ensure all covid protocols are met - research, booking, completing forms
• In-depth research specific to destination
• Coordinating all personal training and business meetings in line with various time zones
• Liaising with + booking flights, transfers, and accommodation for friends and family
• Liaising with + booking flights, transfers, and accommodation for wider team if only staff are traveling with Principal
• 24 hour availability whilst Principal is travelling, on call to assist if necessary.

PROJECT MANAGEMENT

• Oversee the smooth running of essential projects from start to finish for example planning a holiday, house move, or event
• Make sure Principal is briefed at all times and all paperwork and documents are filed

FAMILY

• Liaising with family members and assisting where possible
• Liaising frequently with Principals mothers PA
• Liaising frequently with Principals partner
• Research and purchases for gifting
• Bookings - including restaurant, hotel, travel

CAR

• Oversee new purchases
• Oversee and organise all repairs
• Ensure MOT and services are up to date
• Organise parking permit
• Organise congestion charge payments
• Ensure car is cleaned and filled up with petrol weekly
• Ensure car is always stocked with regular products

Opportunity for someone to learn and develop their career under the guidance of a veteran EGM who is happy to teach and guide you, but we are looking for someone committed, this is not a 9-5pm job there will be out of hours at times, there will be opportunitesto work from home at times but not contracted. The EGM is not a micromanager. We are looking for that dedicated someone committed to their career as much as these two exceptionally driven women are to theirs.We are a diverse company, passionate about equal opportunities, so encourage all to apply!

Keyskills :
DairyFlightsBusiness MeetingsVisasVIP