Executive Assistant

We are recruiting on behalf of our client, a private family office, for an experienced Executive Assistant. This is a unique opportunity to become a trusted partner to an ultra-high-net-worth individual, providing comprehensive operational, administrative, lifestyle and travel support. The successful candidate will play a pivotal role in ensuring the seamless management of personal, family and business-related matters within a highly confidential environment. 

About the Company

Our client is a private family office supporting a principal with diverse personal, philanthropic, lifestyle and business interests. Operating in a professional yet highly personalised environment, the organisation is built on trust, discretion, integrity and long-term relationships. 

You will join a small, dedicated team where collaboration, accountability and proactive problem-solving are highly valued. The role offers significant autonomy, exposure to a broad range of family office operations, and the opportunity to build a long-term career within a respected private office environment.
 

Responsibilities and Duties

As the Family Office Operations Administrator, you will:

• Act as the primary operational support and coordination point for the Principal's personal, family and professional affairs.
• Manage complex calendars, schedules and commitments across multiple jurisdictions and time zones.
• Coordinate VIP international travel, including private aviation, accommodation, transport, concierge services and itinerary management. 
• Liaise with banks, attorneys, accountants, trustees and other professional advisers while maintaining strict confidentiality. 
• Support budgeting activities, expense tracking, financial reconciliations and reporting. 
• Oversee property, vehicle and asset administration, ensuring licences, registrations, insurance and renewals remain up to date. 
• Coordinate household operations, contractors, service providers and lifestyle arrangements to ensure smooth day-to-day functioning. 
• Proactively anticipate needs, resolve issues independently and ensure tasks are completed efficiently with minimal supervision. 

Qualifications and Skills

To be successful in this role, you should have:

• 5–10 years' experience supporting ultra-high-net-worth individuals, executives or within a family office environment. 
• Strong financial and administrative experience, including expense management, reconciliations and reporting. 
• Proven experience managing complex international travel arrangements and handling last-minute changes. 
• Advanced Microsoft Office skills, particularly Excel, along with strong digital literacy. 
• Experience liaising with banks, legal professionals, accountants, trustees and external vendors. 
• Excellent organisational, communication and stakeholder management skills.
• A proactive, self-motivated approach with exceptional attention to detail and sound judgement. 
• A valid driver's licence, a clean driving record and a demonstrated commitment to discretion, confidentiality and professionalism.

Benefits and Perks

This position offers the opportunity to join a highly respected private family office in a trusted, long-term capacity. Benefits include:

• A rare opportunity to work closely with an ultra-high-net-worth Principal in a highly varied and rewarding role. 
• Significant autonomy and responsibility with the ability to manage matters independently. 
• Exposure to international family office operations, luxury asset management and VIP travel coordination. 
• A collaborative working relationship built on trust, respect and professional integrity.
• Diverse and engaging responsibilities across administration, travel, property, lifestyle and operational management.
• A role where your initiative, judgement and expertise will be highly valued and trusted.