Jobs at EA in Malaysia

Senior Executive Assistant
London (Notting Hill)
Competitive Salary
Lutyens Advisory
Industry Sector: Family Office
Contract Type: Permanent
Hours: Full Time
Workplace: On Site

We are seeking an experienced, highly organised and proactive Senior Executive Assistant to support the Principal of a dynamic family office. This individual will act as point person to the Principal and report directly to the CEO. This individual will be responsible for the management of the other PAs and household staff.

The Family Office, started in 2020 and managed by a CEO, is responsible for all of the Principal’s personal projects and lifestyle management.

The Family Office is a highly collaborative, friendly and high performing team (c. 20 people). The Principal’s lives are well managed by a CEO, EAs, finance and property teams. They collaborate and communicate together to ensure operations run smoothly and partner effectively with the Principal to enable their day to day lives.

Role & Responsibilities:
The successful candidate will provide support to the Principal, ensuring that his domestic and working life from a family office perspective run smoothly and efficiently. This individual will:

• be responsible for the management of the team of PAs and household staff.
• be responsible for diary management and coordination, across different time zones.
• have direct responsibility over lifestyle/concierge services, households, domestic and international travel arrangements, holidays, estate (property) management and maintenance.
• have responsibility for travel. This will include the organisation and execution of extensive travel, visas, itineraries for the Principal and his family. This will include booking villas, helicopters, private jets, yachts, cars and drivers etc and liaising with household staff in various properties abroad. This individual will be required to research holiday destinations including the relevant recces, restaurant and nightclub reservations.
• be responsible for handling invoices and expenses (e.g. travel insurance, health insurance, MOT, car insurance, TV license and internet provider etc.)
• liaising and coordinating with the Head of Events on any personal events at the Principal’s residencies.
• support and where appropriate have oversight of projects including, for example, the coordination of building/redecoration projects. He/she may attend site meetings, liaise with relevant tradespeople/companies (e.g. builders, gardeners, quantity surveyors, architects etc.), and where appropriate coordinate the appointment of contractors and tender processes.
• facilitate clear communication and seamless collaboration between design teams, project stakeholders, and household staff to ensure new properties are efficiently integrated and fully operational.
• be responsible for scoping out properties for purchase or rental on a global basis and the relevant management of these properties, including ensuring the technology provision across all properties and in the private office is first-rate.
• be responsible for commercial procurement and achieving value for money from service providers and third parties. Relationship management of these suppliers is key on a short/medium and long-term basis.
• liaise with the art manager on the purchase of all art pieces, any restoration needed, coordinating delivery to relevant properties and arranging installation.
• work with the relevant EA at the Principal’s business, ensuring coordination with his work commitments.

Candidate Profile & Attributes:
The successful candidate will possess the following characteristics, skills and experience:

• Experience: the successful candidate will have at least 10 years of experience and be comfortable in a senior role. Prior experience of people management is a pre- requisite.
• Integrity: the successful candidate will be trustworthy, discreet, reliable and of high integrity. ‘Going the extra mile’ will define their approach to this role. The candidate should be resilient and adaptable and have the ability to handle ‘curve balls’. They will demonstrate sound and clear judgement and be professional in their standards of conduct and communication.
• People Management: the successful candidate will have strong and proven people management skills. He/she must have had experience in leading teams, including personal assistants and household staff, with a focus on clear communication, delegation, and performance oversight to ensure smooth day-to-day operations and high standards.
• Organisation: the successful candidate must be extremely organised, responsive and able to prioritise tasks efficiently in time-pressured environments.
• Communication: the successful candidate will have excellent communication and interpersonal skills, a good sense of humour and will have the ability to interact with individuals from a range of backgrounds.
• Project Management: the successful candidate will have strong and proven project management skills. He/she must have had experience in managing projects and the relevant teams when working to a deadline and within a defined budget.
• Numeracy: the successful candidate will be numerate and be proficient in Google Sheets/Excel.
• EQ & Cultural Fit: the successful candidate must be proactive not reactive, flexible with a problem-solving approach. Sensitivity and self-assurance are crucial. He/she will be a strong team player and be able to build strong working relationships with the Principal, his family and their counterpart within the ecosystem.
• Initiative: the successful candidate will be self-reliant and will demonstrate excellent initiative with a positive attitude and will always be prepared ‘to roll up their sleeves and get their hands dirty’. He/she must be a problem solver with a ‘can do’ attitude and a pragmatic, imaginative and creative approach to solutions and delivery.
• Sophistication: the successful candidate will bring sophistication and a similar approach to the Principal with the ability to be representative of the Principal and make decisions accordingly. He/she will be aesthetically minded with a strong eye for design.
• International: although not a pre-requisite, an international outlook and some experience abroad would be considered a benefit.