Private Lifestyle Executive Assistant - Mayfair

About the Role

This prestigious opening is for a highly skilled and organised Lifestyle Executive Assistant to support the Founder of a top hedge fund within a renowned Family Office based in the West End, London. Reporting directly to the Chief of Staff, the successful candidate will ensure seamless executive and lifestyle assistance, focusing on managing complex global travel arrangements, detailed itinerary planning, and daily coordination. The role involves working collaboratively with a team of Executive Assistants and support staff to maintain an efficient schedule for the Founder, anticipating needs, and swiftly adapting in a dynamic and fast-moving environment.

Key Responsibilities

• Manage intricate international and domestic travel plans, including commercial and private flights, accommodation, ground transport, and visa requirements.
• Create detailed travel itineraries, ensuring every aspect is carefully organised and communicated to relevant parties.
• Proactively monitor and respond to changes in travel plans to minimize disruption.
• Coordinate closely with travel agencies, household personnel, security teams, and external partners to guarantee smooth travel experiences.
• Handle the Founder's personal and professional diary, including scheduling meetings and appointments across different time zones.
• Anticipate scheduling conflicts and align priorities with the Chief of Staff.
• Prepare meeting briefs, agendas, and other relevant documents as needed.
• Organise personal appointments, family-related commitments, and lifestyle requests with discretion.
• Collaborate with household staff, service providers, and trusted advisors to facilitate daily operations.
• Support ad hoc personal projects and requests, maintaining confidentiality and high service standards.
• Provide assistance and coverage for colleagues during absences or peak periods.
• Participate in events, projects, and operational tasks within the Family Office framework.
• Maintain clear communication within the Lifestyle Team for consistent and continuous support.
• Assist the Chief of Staff administratively, supporting property-related projects through effective liaison with contractors, advisers, and suppliers.
• Prepare reports, documentation, and correspondence to aid ongoing projects and office operations.
• Ensure meticulous record-keeping and follow up on outstanding tasks.

Candidate Profile

• Demonstrated background as an Executive Assistant, Lifestyle Executive Assistant, or Personal Assistant supporting ultra-high-net-worth individuals or company principals.
• Expertise in managing complex international travel arrangements and comprehensive itinerary coordination.
• Exceptional organisational competencies, with a keen eye for detail and ability to handle multiple tasks at once.
• Effective collaborator within close-knit EA and lifestyle teams.
• Proficient in engaging with senior-level stakeholders, household staff, and external vendors.
• Highly proactive, resourceful, and focused on providing efficient solutions with sound judgment.
• Ability to remain composed under pressure and adapt swiftly to shifting priorities.
• Professional demeanor marked by discretion and respect for confidentiality.
• Strong written and verbal communication skills.
• Graduate-level education or comparable professional experience.