EA to Director

Bain and Gray; London; Hybrid; GBP 40,000 - 60,000; Full time

Job summary

A prominent UHNW Family Office near Mayfair is seeking an experienced Executive Assistant to support a Director. This role demands exceptional discretion and organizational skills, plus a proactive mindset to manage diverse responsibilities, including scheduling, communication, and project management. The ideal candidate will thrive in a friendly office environment, values collaboration, and possess strong IT skills, particularly in Microsoft Office.

Qualifications

• Excellent administration experience with a methodical approach.
• Confident communication and interpersonal skills.
• Ability to present written information clearly.

Responsibilities

• Proactively manage projects and communicate updates.
• Screen and prioritize communications for the Director.
• Manage bookings, reservations, and travel itineraries.

Skills

Administration

Collaboration

Communication

Attention to detail

Organizational skills

Initiative

Multi-tasking

IT skills

Tools

Microsoft Word

Microsoft Excel

Job description

My client are an UHNW Family Office near Mayfair, who have a Real Estate and hotel business. Looking for a solid EA to support a Director, who is a Family member and needs utmost discretion and confidentiality. This is a traditional role which includes liaising with stakeholders and board members. This role is office based with 1 day WFH. Wonderful and friendly office environment, team of 50 people.

Ideally, you will have worked within a similar Family office environment or have experience within Real Estate/ Property.

Duties will include:

• Proactively manage the projects and liaise with relevant point of contacts for updates.

• Act as a liaison between the Director and internal/external stakeholders.

• Screen and prioritise emails, calls, and other communications on behalf of the Director.

• Proactively manage the contact database for the Director.

• Handle confidential personal and corporate information with discretion and professionalism.

• Effectively manage various files (paper + electronic), databases, guest lists, spreadsheets and memberships subscriptions.

• Create and edit presentations.

• Schedule appointments and facilitate meetings and ensure the Director has all the relevant resources for the meetings.

• Take minutes at relevant meetings and ensure all actions are being followed up

• Coordinate and manage the bookings, reservations and travel itineraries.

• Collect and deliver items as and when required by the Director.

• Manage budget and process invoices.

The ideal candidate will have:

• Excellent administration experience with a methodical approach and strong work ethic.

• A collaborative mindset and a strong team player.

• Confident communication and interpersonal skills.

• Attention to detail and strong organisational skills.

• Ability to present written information clearly and logically

• Ability to use initiative and work effectively as an individual and as part of a team

• Ability to prioritise work appropriately and multi-task.

• Hard working and proactive with the ability to follow instructions and work to deadlines

• Good IT skills – fluent in Microsoft Word, Excel.