PA/House Manager

PA/Household Manager Our Principal, a successful female entrepreneur and investor, and her family - currently based in the UK - is looking for a PA/household manager to provide support in her busy daily life in the UK and abroad. The candidate should be able to unite the roles of a dedicated personal assistant and an experienced professional household-, staff- and property manager.
The role allows for a hybrid model, where some admin tasks can be performed remotely, however regular on-site, in-person work (Kent area; London; France) is vital to complete the core tasks successfully. The role reports to the family office based in Zürich, with direct communication line to the Principal.

Working Monday to Friday [some weekend work will be necessary]. Managing own hours to meet requirements

The main responsibilities include:

Personal assistant:
• Managing diary of the Principal, including kids' appointments. Ensuring all bookings are properly and proactively made.
• Full responsibility for the travel arrangements of the family and household staff: visas where required, flights, accommodations, transfers, itineraries, guides, bookings and check-ins, etc. Ensure correct classification of the travel expenses in line with UK RND requirements.
• Being the main point of contact for all ID, permit and travel documents for the family, ensure secure storage and control expiry dates.
• Manage all required insurances and other recurring contracts, regularly controlling coverage and cost-efficiency.
• Perform analyses, searches, specific projects on request of the Principal and/or family office.
• Own a comprehensive and detailed list of all open agenda items surrounding personal matters and projects of the Principal, ensure timely completion.
• Ensure proper management and care for the household pet (dog), including but not limited to vet appointments, transportation, care, occasionally looking after a pet during Principal's family travel.
• Ad hoc requests, errands, urgent unforeseen tasks are essential part of the role.

Household/Property manager:

• Create from scratch and keep up to date comprehensive household manuals/ "house bibles" for the properties of the Principal.
• Proactively ensure all maintenance works are timely scheduled, performed and documented. For UK properties: coordinate repairs/renovation projects where necessary from A to Z, liaising with contractors, ensuring highest standard of quality and optimizing cost-efficiency. For overseas properties: liaise with the local keepers/managers, applying the same standards.

• Oversee the UK house readiness for arrival of the family from travels.
• Oversee the closing of the UK house, if no other personnel present, after family departure.
• Oversee French property and personnel, including visits to the property.
• For each property, keep all property-related expenses accounted for, under control and within budget. For overseas properties – liaise with the local keepers/managers, receive
all data from them and ensure completeness, quality and availability of the central records.

Staff management:

• Oversee UK- and France-based personnel (housekeeper(s), driver) – including sourcing candidates, recruitment, interviews, onboarding, training, providing timely constructive
feedback and, where necessary, coordinate dismissal. Serve as the central point of contact for the household staff on behalf of the Principal. Quality control.
• Manage administrative tasks related to the household staff, incl. contracts, payroll, etc.

Successful candidate requirements:

• Substantial experience working in a similar role within a (U)HNWI household, with respective references.
• French language skills would be of significant advantage and are a definite preference
• Flexibility to adapt to changing priorities and assignments outside of standard hours when necessary. Occasional overseas travel could be required but is rather limited.
• Strong project management and time-management skills with ability to prioritize and create step-by-step project plans, run projects independently from A to Z. Strong
knowledge of MS Office (Excel, PowerPoint, etc).
• Problem-solving, proactive and self-driven personality with a can-do attitude. Systematic approach and focus on creating procedures for repeatable tasks. Ability to work under pressure and tight deadlines, to take on responsibility and eager to find solutions.
• Exceptional attention to detail is a must.
• Knowledge and experience of property management, including construction and renovation projects.
• Excellent communication skills. Build strong working relationships with providers, contractors, staff, etc – while maintaining firm personality able to negotiate for the benefit of the Principal.
• Experience with managing staff, providing feedback and creating a friendly working environment.
• Being able to draw upon the local network in the UK in matters related to the job duties (i.e., agencies, insurance brokers, handymen, concierges, etc) is an essential asset.
• Complete paperwork and all required permits for working in the UK.
• Absolute discretion when handling sensitive, confidential information and private matters