Executive Assistant

Greycoat Lumleys; Greater London; On-site; GBP 60,000 - 70,000; Full time

Job summary

A private client in need of support is seeking a full-time Executive Assistant in West London. This role requires a proactive individual experienced in high-level administrative support, financial oversight, and project coordination. Responsibilities include managing complex calendars, travel planning, and liaising with household staff. Ideal candidates should possess strong organisational skills, financial literacy, and discretion. The position offers a competitive salary of £60 - £70k, with negotiable options for the right fit.

Qualifications

• Proven track record as an Executive or Personal Assistant.
• Experience handling sensitive documentation.
• High energy and stamina with flexible availability.

Responsibilities

• Coordinate business and personal calendars across time zones.
• Plan travel including visas, flights, and itineraries.
• Prepare financial reports and manage budgets.
• Oversee concurrent personal and professional projects.

Skills

Diary & Calendar Management

Financial literacy

Proficient in Microsoft Office Suite

Strong organisational skills

High standard of communication

Discretion and confidentiality

Tools

QuickBooks

Xero

Apple products

Job description

Full-time, Executive Assistant Job, West London

We are seeking a proactive, detail-oriented full-time Executive Assistant to provide high-level, personalised support to a private client and their close family. This is a values-aligned role ideal for someone who thrives in a dynamic, high-trust environment and who brings a blend of professionalism, emotional intelligence, and operational excellence.

This role goes beyond standard administrative support and includes elements of financial oversight, project coordination, and household management. It is an opportunity to work in close partnership with someone who leads a conscious lifestyle, values discretion, and seeks support from someone with shared integrity and energy.

Key Responsibilities

• Diary & Calendar Management: Seamless coordination of business and personal calendars across time zones and complex, ever-changing schedules.
• Travel planning: Visas, passports, flights, and itineraries including international travel.
• Financial & Administrative Support: Budgeting, expense tracking, preparation of financial reports, invoice processing, payments, reimbursements, and light bookkeeping using accounting software.
• Project & Task Coordination: Managing concurrent personal and professional projects, overseeing renovations, relocations, or property matters and ensuring deadlines are met using project management tools.
• Household & Estate Liaison: Coordination with household staff, contractors, and service providers and property-related budgeting and administrative oversight.
• Communication & Representation: Professional correspondence on behalf of the client, acting as a gatekeeper and liaison for internal and external stakeholders, representing the client in their absence with warmth and poise, preparing presentations, reports, and meeting notes, and ad hoc tasks and special projects as needed.

Occasional travel with the client, including internationally

The ideal Candidate

• Proven track record as an Executive or Personal Assistant.
• Financially literate, with experience handling sensitive documentation.
• Proficient in Microsoft Office Suite, Adobe, and ideally QuickBooks or Xero.
• Confident with Apple products (iPhone, Mac, iCloud) and travel/booking platforms.
• Strong organisational and multitasking capabilities.
• High standard of written and verbal communication.
• Robust and resilient personality well-suited to the high demands of the position.
• Discretion and utmost confidentiality.
• Adaptable and calm under pressure.
• Emotionally intelligent and intuitive.
• Grounded, professional, and confident.
• High energy and stamina with flexible availability.

Values & Lifestyle Alignment

• Guided by strong ethics and personal values.
• Committed to ongoing personal / professional development.

Start date: As soon as possible

Working week: Monday - Friday

Working hours: 10am - 6pm / 11am - 7pm

Salary: £60 - £70k + negotiable for the right candidate

Driving: Must be a confident driver with your own car

Job reference number : 145392

Responsible consultant : Nicola Forster