Personal Assistant & Office Manager - UHNWI

Sorted Personal Management Limited; City Of London; Hybrid; GBP 50,000 - 70,000; Full time

Job summary

A private family office in London is seeking an experienced Personal Assistant & Office Manager to ensure efficient planning and coordination of the principal’s private life. The role demands exceptional organizational skills, discretion, and the ability to manage a complex diary. Candidates should have over 5 years of experience supporting high net worth individuals and possess excellent communication abilities. Full-time position with at least 2 days in the office and ad-hoc travel expected.

Qualifications

• 5+ years of experience supporting high net worth individuals or senior executives.
• Demonstrated ability managing complex diaries with attention to detail.
• Impeccable organizational and communication skills.

Responsibilities

• Schedule and coordinate meetings, prepare agendas, track follow-up actions.
• Monitor ongoing initiatives, maintaining trackers and progress reports.
• Manage inboxes, draft responses, and ensure timely communication.

Skills

Organizational skills

Attention to detail

Communication skills

Flexibility

Job description

Overview

We are looking for a first class Personal Assistant & Office Manager to play a vital role within our UHNW client's Private Family Office ensuring the smooth and efficient planning and coordination of the principal’s private life and calendar engagements, visits, and internal commitments.

This position requires exceptional organizational skills, attention to detail, discretion, and the ability to liaise effectively with a wide range of internal teams and external stakeholders.

Hours:- Full time with out of hours support when required

Location:- London based, minimum 2 days a week in office with ad-hoc travel

Salary:- Dependent on experience

Start Date:- ASAP

Interviewing:- Immediately

Responsibilities include, but not limited to:

Family Office – Personal Assistant Duties

• Meeting Support & Tracking: Schedule and coordinate family office meetings, prepare agendas, track follow-up actions, and ensure deadlines are met.
• Project Management: Monitor ongoing initiatives across the family office, maintaining trackers and progress reports for senior review.
• Email & Correspondence Management: Manage inboxes, draft responses, prioritise communications, and ensure timely handling of confidential correspondence.
• Document & Information Flow: Oversee filing systems, briefing notes, and document management, ensuring accurate and discreet record-keeping.
• Liaison: Serve as a trusted point of contact with professional advisers, service providers, and stakeholders connected to family office matters
• Lifestyle Management: Helping with arranging personal appointments, restaurants etc

Calendar & Diary Management

• Support the planning, scheduling, and delivery of Principals daily schedule and calendar
• Maintain accurate and up-to-date diaries, ensuring seamless integration of official, personal, and household commitments.
• Prepare forward planning documents, timetables, and briefing schedules.

Liaison & Coordination

• Act as the central point of contact between Director of the Office, Personal Assistants, Styling team, internal departments, external organisations, and officials regarding diary matters.
• Coordinate with security, travel, press, and operations teams to guarantee the smooth delivery of engagements.
• Attend weekly coordination meeting with wider PA team, as well as attending and leading on Director’s behalf
• Running lead point the outstanding tasks list, google form tracker list and pending meeting to ensure these are accurately updated by the other PAs

Administration & Documentation

• Maintain confidential records, correspondence, and databases relating to the programme.

Travel & Logistics

• Help to coordinate complex travel arrangements and trips
• Liaise with security, operations, and protocol teams to ensure all travel runs smoothly and discreetly.
• Oversee accommodation bookings, transfers, and related logistical requirements.

Candidates must be / have:

• 5+ years of experience supporting HNWIs, senior executives, or principals in family offices.
• Demonstrated ability to manage complex diaries with the utmost attention to detail.
• Impeccable organizational and communication skills; poised and polished demeanor.
• Service-minded, culturally adaptable, and internationally experienced.
• Comfortable with international travel as required.
• Flexible, resourceful, and able to adapt quickly to changing schedules and priorities.

PLEASE NOTE

We receive a considerable amount of applications for every position and there is tough competition in the employment market. In order to process your application as efficiently as possible, please note the following requests to aide your application:

• Detail your relevant experience in a Cover Letter and include this on an up to date CV
• Quote your required salary
• Confirm your availability for interview and when you could start a new role
• If you can forward references to us, these can only strengthen your application

The more information you can provide, the better we can demonstrate to the client that you are exactly what they are looking for and send your CV on quickly.

Please note that these instructions apply to ALL candidates and applications that do not meet these criteria may not be considered.