A fantastic and exciting opportunity to enter the exciting world of fashion. Supporting an incredibly busy and inspiring individual, you will be working across all her business endeavours, philanthropic and private affairs, including her family office. This position is central to the effective running of the principal’s office, working very closely with the Principal’s EA and Personal Manager. You will be executing across a variety of projects, which will involve liaising with a myriad of people, from household staff, the family business team in overseas, hair & make-up artists, photographers, etc.
Hours: 5 days per week (Sunday – Thursday), may be required to work additional hours
Location: Mayfair
Salary: Dependent upon experience
Start Date: ASAP
Interviewing: ASAP
Responsibilities include, but not limited to:
Office Management
- General management of the South Audley Street office;
- Responsible for the general running and organization of the office, ensuring it is always presentable in readiness for Principal's guest arrivals.
- Understanding the Principal's requirements, ensuring her needs are met when residing in the office.
- IT management/set-up in preparation for video and conference calls, liaising with IT team to ensure any technical issues are mitigated.
- Management of stationery cupboard, ensuring stocks and supplies are replenished according to Principal and team requirements.
- Management of kitchen supplies, ensuring products are always in good supply and are aligned with the principal's preferences e.g., Herbal teas, favourite juices, healthy snacks etc.
- Liaise with the landlord, security and all office suppliers, building relationships and negotiating rates.
General Administration
- Offer administrative support to the Principal's Personal Assistant and Personal Manager, providing services such as telephone liaison, setting up appointments, messaging, correspondence and general communication.
- Work effectively with the principal's other EAs located across her network. This will include coordinating zoom calls and providing support for meetings as instructed by the Principal's PA.
- Completion of forms prior to beauty treatments and medical appointments.
- Acting as a conduit between the House Manager and Principal's PA regarding administrative duties as and when required.
- Answering all incoming calls, taking messages as appropriate.
- Management and running of general errands such as;
- Shopping
- On-line purchasing
- Gifting for all occasions and celebrations (Birthday, Xmas, Anniversary, Diwali, etc) o Decorations
- Ownership & management of Gifting Schedule for UK & rest of world.
Event Preparation
- Pre-event preparation - Assist Principal's PA with the organization of make-up artist, hair stylist, nail artist, wardrobe stylist etc., ensuring the principal is fully prepared for all events.
- Attend home project / styling meetings, taking notes, managing actions and tracking outputs.
Travel Planning
- Assist Principal's PA with travel planning, creation of detailed itineraries, organization of yacht charters, flight and hotel bookings via agent located in overseas.
- Management of Principal's travel pouches, ensuring correct products are always contained within.
- Management of Principal's travel preference lists, ensuring they're kept up to date with the Principal's requirements.
- Management of all passports & necessary visas for Principal's family members as well as any staff that travel with her, ensuring they are continuously and proactively managed.
Family Office
- Supporting family office nannies from time to time, for example;
- Researching child related activities for children's entertainment.
- Purchasing errands on behalf of Principal's children.
- Always follow household security protocol ensuring that security and house manager are made aware in advance.
- From time to time, you may be required to ask about fees for any tutors/teachers and gain authorization for this expenditure from the principal.
Database Management
- Management of Principals contact database and any other digital file structures.
Press Office
- Pro-actively research any online articles, press or social media articles relating to the principal.
- Records of any articles completed by the principal must be maintained, including all interview articles and press cuttings.
- Monitor Wikipedia page and any magazines where the principal is featured.
Other
- Standing in for colleagues during times of absence
- Any other reasonable requests from the Principal or Management
Candidates must be / have:
- Previous professional experience working with UHNWI or Chairperson
- The ability to sustain the demands of the role
- Strong administration and communication skills
- Self-motivated and responsible
- Able to carry out instructions and follow them through thoroughly
- Ability to manage a large team (approximately 20 employees)
- Courteous, honest and hardworking
- Professional, respectful and discreet, including always maintaining confidentiality
- Flexible and adaptable with working shift patterns
- Pride in their work
- Humble and efficient – taking ownership of the duties and their role within the
team
- Attention to detail
- Strong organizational skills
- Presentation - responsible for creating meaningful first and last impressions with
the principal’s entire business and social network.
- Flexibility to travel internationally at short notice
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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.