Personal Assistant, Apollo Family Support Program

TN United Kingdom; London; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading company in London is seeking a Personal Assistant to provide personal support to senior leaders. The successful candidate will manage personal calendars, assist with administrative tasks, and coordinate closely with executives' Admins. This role demands strong organizational skills, attention to detail, and the ability to handle sensitive situations with discretion.

Qualifications

• At least five years of experience as a personal assistant.
• Proactive, responsible, and positive approach to tasks.

Responsibilities

• Support multiple senior executives with personal requests.
• Manage personal calendars and assist with administrative tasks.
• Coordinate with childcare providers and handle benefit claims.

Skills

Client-Service Orientation

Attention to Detail

Interpersonal Skills

Communication

Organizational Skills

Teamwork

Education

Bachelor's Degree

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Job description

Position Overview

The Personal Assistant role provides personal support to a cohort of senior leaders across the firm. This role will be part of our Family Support benefits team designed to reduce the “friction” in our senior leaders' lives by providing personal support to complement the professional support currently provided by leaders’ admins/EAs. This person will work in partnership with a team of Personal Assistants and Administrative Assistants to provide comprehensive support to our senior executives.

Primary Responsibilities

1. Support several senior executives with their respective personal requests.
2. Work in close partnership with executives’ Admins to provide end-to-end support (e.g., professional to personal).
3. Work closely and effectively with the team to complete critical deliverables, including keeping them well-informed of upcoming commitments and responsibilities, and following up appropriately.
4. Provide high-touch support and multitask given coverage of multiple senior executives simultaneously.
5. Provide personal calendar management and support of personal administrative tasks for executives and their immediate family members.
6. Schedule and confirm personal appointments and other service providers (e.g., doctor, electrician, plumber).
7. Process benefit claim reimbursements and follow-up to completion, providing real-time updates as needed.
8. Interact with childcare providers (e.g., nanny) to deliver instructions or coordinate activities.
9. Provide day-to-day support including online shopping, coordination of deliveries, research and arrangement of service providers, and reservations for restaurants and travel.
10. Complete applications for activities for immediate family members (e.g., camp, school).
11. Proactively manage needs related to upcoming personal milestones/events (e.g., holidays, birthdays, anniversaries).
12. Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
13. Arrange complex personal travel plans (commercial/private) and compose detailed itineraries.
14. Assist with in-scope ad hoc projects, as requested.
15. Assist with building and shaping the future program and identify opportunities to scale offerings.

Qualifications & Experience

1. Bachelor’s Degree and five or more years of experience as a personal assistant.
2. Strong initiative and ownership of responsibilities; demonstrate a proactive, positive approach towards tasks.
3. Superior client-service orientation.
4. Exceptional attention to detail.
5. Team player attitude with the ability to adapt based on team and firm needs.
6. Exemplary interpersonal skills to handle sensitive and confidential situations with poise, tact, and diplomacy.
7. Maintain the highest confidentiality, discretion, integrity, and trustworthiness.
8. Excellent written and verbal communication skills.
9. Highly organized and detail-oriented with a strong commitment to accuracy.
10. Collaborative attitude and team-oriented approach.
11. Extensive knowledge of Microsoft Outlook and proficiency in Excel, Word, and PowerPoint.
12. Experience in the finance industry is preferred.