PA to Founders of Interior Design Firm

We are looking for a charming and experienced PA to support the successful founders of an interior architecture studio specialising in luxury hospitality and high-end residential design. The founders are a husband-and-wife team and very lovely but incredibly busy being successful business owners and hands-on parents. As a result, they need assistance through all aspects of their family and business life and as they’ve never had a PA before they will want someone with the experience to gently guide them and suggest the best processes/systems to ensure their lives can be run efficiently and smoothly. They have a small, friendly and international team of just under 20 people in the studio and everyone works on a hybrid basis. The duties will include but not be limited to:

EA responsibilities:

• Set up best-practice systems and procedures as required for collaboration and assistance to the Co-founders
• Full Co-founder diary management across business and personal schedules with strong attention to detail; including scheduling meetings and calls, adding all relevant correspondences, notes, and context to appointments, booking transportation etc.
• Co-founder inbox management: prioritising relevant emails and responding where appropriate in a timely manner
• Manage co-founders’ incoming and outgoing post, local and international couriers
• Assist the co-founder in their collaboration with the external social media and marketing team, prepare projects press data
• Taking minutes in meetings (attended by co-founders) and compiling action points
• Organising travel itineraries; flights, transfers, accommodation, restaurant reservations etc for co-founders
• Acting as gatekeeper on all co-founder incoming calls, fielding requests, following up appropriately and keeping the respective co-founder well informed
• Building and nurturing relationships with clients
• Conducting research/analysis as directed
• Preparing internal and external reports, documentation and communication, as needed and ensuring that all correspondence and relevant materials are produced in a timely and accurate manner
• Creating and maintaining a filing system of all relevant co-founder & business documents
• Assist with greeting guests coming into the studio and offering teas/coffees, phone answering and general reception duties
• Coordinate the usage of office meeting tables and assist with preparations for meetings.
• Monitor and manage office supplies.
• Order / purchase as necessary.
• Manage internal registries: alarm, keys, suppliers
• Manage general office organisation and housekeeping (cleaning, repairs, etc.)
• Assisting Studio Manager with ad hoc support when needed – Fill-in for Studio Manager on Fridays
• Collaborate with the Studio Manager for internal and external events (i.e. client events, socials, & dinners)

PA Responsibilities:

• Planning and organising personal travel itineraries and holidays schedules (villas/hotels, flight bookings, transfers, etc.)
• Overseeing and filtering and flagging all important communication from the children’s school and ensuring all events are synced with the co-founders’ diaries
• Booking all family appointments; dentist, doctors, restaurant reservations etc
• Organising events (e.g. private dinners, family parties, weekend trips)
• Creating and maintaining a filing/archiving system for personal paperwork
• Handling household bills, car MOTs and services, property insurance renewals etc
• Sourcing gifts for friends, family and staff
• Other ad hoc personal errands

The right candidate will have at least 3 years + PA experience supporting at director or founder level, possess excellent communication skills and have a proactive and problem-solving attitude. Some experience across both private and business PA support is required. This is a lovely role that someone can carve out and make their own. It will be fast-paced and pressurised at times so someone calm, confident and personable is key. It’s a hybrid role but will require some flex. The studio is in Chelsea.

Please note due to the high volume of applications we receive for each role we post; we are only able to respond to successful applicants.