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EXECUTIVE / PRIVATE ASSISTANT IN OFFICE OF UHNW PHILANTHROPIST

• TBC
  The household / Foundation are looking for people who have experienced a challenging working environment and are used to it and thrive in this kind of work place.  The Foundation works globally to support, in a sustainable way, the most disadvantaged and vulnerable people.  We are therefore looking for someone who cares for the environment and the future of heritage, music and healthcare across the world.  You will be collaborating with some of the leading charities and organisations including National Trust, Prince’s Trust.   Due to the nature of transport nowadays we are keen to have a London based team.  You will be working full time in the office contributing towards a team where ideas and encouragement can flow, and real coherence is built for a stronger delivery and performance.  You will be using your initiative to execute the work within the parameters you have been given.  You will be reporting to the Chief of Staff but ultimately, she and all of the team will be reporting to the Principal who is the overall decision maker.  
  
  Hours:                  9am-5.30pm, Mon to Fri 
  Location:              Knightsbridge       
  Salary:                 Dependent upon experience and qualifications      
  Start Date:            ASAP
  Interviewing:        ASAP
  
  
  Responsibilities include, but not limited to:
  Administration

  • Manage daily office operations & team
  • Gatekeeping inbox, monitoring and filing
  • Fielding calls
  • Diary management
  • Contacts updates & maintenance 
  • Office admin (post/deliveries/stationery etc.) 
  • Ad-hoc purchases and shopping
  • Day to day office admin 
  • Medical appts and prescriptions (consultant, doctor, dentist etc)

  Travel

  • Travel research, planning, booking and trip planning point person

  Events

  • Events research, planning and management (UK and abroad)

  Foundation – Heritage / Music / Health 

  • Overall operations / point person
  • Dedicated projects coordination
  • Research to include venue hire business and CPP new products and strategy
  • Admin assistance
  • Website updates
  • Social media presence
  • Ad hoc project assistance

  Property Management

  • Oversee ongoing maintenance and repairs
  • Maintain and update User Guides
  • Manage defects list and overall management
  • Point person for Contractors – arranging repairs and maintenance 
  • Manage and review utilities for all properties 
  • Instructing and liaising with agents re sale / purchase of properties
  • New office research / search
  • Project Management  
  • Admin / troubleshooting assistance as required

  Finance

  • Authorised POC for banks, managing private banking 
  • Oversee BACS preparation
  • Arranging payments and updating invoice reconciliation 
  • Grant agreements & payments for Foundation
  • Oversee payroll, approvals
  • Expenses control
  • Transferring funds and paying suppliers 
  • Insurance renewals assistance (home, art, motor, travel)
  • Insurance (home, art, motor, travel, pet, family, health)
  • Sourcing best deals keeping up to date/moving if necessary

  IT – phone, house, heating, computer, anything!

  • General queries, orders, reporting faults as/when needed
  • Cloud storage management
  • Overall management of Netstar: security strategy and service / purchasing and upgrade approvals

  PR, Communications and Reputation

  • Point person to manage relationships with PR agencies
  • Attend meetings 
  • Website reviews and updates, fixing broken links etc
  • Maintaining Wikipedia entry etc
  • Assistance in relation to the management of the Foundation’s website / social media
  • Research and assistance

  Art & Antiques

  • General Assistance with collections, insurance, inventories, acquisition etc.
  • Asset management, purchasing, liaising with Bonhams and other dealers, oversee logistics as needed 

  Stakeholders

  • Point person for dealing with lawyers, accountants, key contacts
  • Liaising with Lawyers as required HOF Grant Agreements – Briefing / liaising with lawyers as required, depending on the subject.

  HR & Legal

  • Team management
  • Recruitment (liaising with agencies, interviewing)
  • Legal and contracts
  • Reviews and recommendations 
  • Handover and office protocols documents
  • Assistance with legal issues and claims
  • Ad Hoc Research and Special Projects

  
  
  Candidates must be / have:

  • Expectation of a busy and demanding work schedule 
  • Proud to turn around flawless work promptly
  • Attention to detail – particularly regarding grammar, punctuation and spelling
  • Resilient, happy to work hard and be productive whether on large or small projects
  • Proactive and self-motivated 
  • Able to work equally well, whether independently or as part of a team

  
  _________________________________________________________________________________
  IMPORTANT
  We receive a considerable amount of applications for every position and there is tough competition in the employment market.  In order to process your application as efficiently as possible, please note the following instructions when responding:

  • Detail your relevant experience in a cover letter and include this on an up to date CV
  • Quote your required salary
  • Let us know your availability for interview and when you could start
  • If you can forward references to us, these can only strengthen your application

  The more information you can give us, the more we can demonstrate to the client that you are exactly what they are looking for and send your CV on quickly. 
   Please note that these instructions apply to ALL candidates and applications that do not meet these criteria may not be considered.