Private Personal Assistant jobs in London

Job Summary

We are looking for a highly organised, mid-career professional to join our established, fast-paced private family office. We are seeking a commercially minded individual who thrives in a bustling environment and excels as part of a collaborative team rather than working in isolation. Operating with the mindset that no task is ever too small, you will use your initiative to support the wider family office and anticipate operational needs before they arise. This is a varied, dynamic role encompassing comprehensive administration, diary coordination, document management, travel arrangements and bookings. Because priorities can shift rapidly, a proactive approach and absolute flexibility are essential.

The ideal candidate is someone who naturally thinks three steps ahead, maintains exceptional attention to every tiny detail, and ensures the smooth, day-to-day organisation of the office. As part of a dedicated support team, you will anticipate needs both during and occasionally outside of standard office hours. Candidates must be fully comfortable working from the office 5 days per week.

KEY AREAS OF RESPONSIBILITY:

•Manage complex, changing diaries while thinking ahead to anticipate the daily and weekly needs of the family office.

•Utilise strong travel PA experience to thoroughly research, coordinate, and book extensive door-to-door travel itineraries from scratch.

•Work closely within the structured PA team, supporting junior administrators and covering for the senior PA as required.

•Processing invoices, expense claims and petty cash while maintaining accurate records.

•Researching suppliers, services and products, including cost comparisons and presenting recommendations.

•Purchasing gifts, arranging presentation and coordinating deliveries.

•Booking restaurants, events, appointments and other personal or business requirements.

•Assisting with administration relating to international properties and household matters.

•Liaising professionally with suppliers, advisers and service providers.

•Use initiative to resolve ad-hoc problems, operating with the mindset that no task is too small.

•Routine administration, document management, and office organisation.

REQUIRED SKILLS AND EXPERIENCE

•Solid career history within PA support, with a clear track record of reliability, dedication, and tenure.

•Extensive experience in complex travel PA work, including researching, coordinating, and booking detailed door-to-door itineraries from scratch.

•Exceptional organisational skills and a natural ability to think ahead, anticipate needs, and pay attention to every tiny detail.

•Highly collaborative mindset with a preference for working within a team rather than individually.

•Proactive and self-sufficient approach, with a "no task is too small" attitude toward everyday administrative or office duties.

•Strong critical thinking, common sense, and commercial awareness regarding the balance of time, cost, and quality.

•Skilled in budget management, including cost control, and efficient resource planning to ensure optimal value for all expenditures.

•Track record of driving initiatives to completion and ensuring nothing falls through the cracks.

•Resilient and composed under pressure, with the confidence to independently find solutions and always identify the most efficient, helpful way to execute tasks.

•Flexibility to provide out-of-hours support when needed and a commitment to being available when critical operational needs arise.

Benefits:

• Company pension

Work Location: In person