Personal Assistant

Insignia Group of Companies; Warszawa; On-site; PLN 120,000 - 200,000; Full time

Job summary

Insignia Group of Companies in Warsaw, Poland, seeks a Personal Assistant to provide dedicated support to a UHNI. The role demands exceptional organizational skills, sound judgement, discretion, and the flexibility to manage a fast-paced, global lifestyle.

You will act as the trusted right hand to the principal, coordinating an evolving schedule, international travel, and both business and personal matters with impeccable attention to detail.

Qualifications

• Minimum 5 years experience as Personal Assistant or EA supporting senior executives or UHNW individuals.
• Experience within a Family Office, Private Office, luxury hospitality or private aviation is highly desirable.
• Fluent English, with outstanding communication skills.
• Russian language would be a significant advantage.
• Extensive international travel experience and ability to manage complex logistics.
• Valid passport with ability to travel internationally and obtain visas when required.
• Strong understanding of luxury lifestyle services and exceptional client service.
• Highly organized with excellent attention to detail.
• Absolute discretion, integrity and professionalism.
• Valid driver's licence and driving skills.
• Bachelor's degree or equivalent preferred.

Responsibilities

• Provide comprehensive executive, personal and administrative support to the principal.
• Manage a complex and evolving calendar, appointments and commitments.
• Accompany the principal on international business and personal travel, ensuring seamless support before, during and after each trip.
• Coordinate international travel itineraries, accommodation, ground transportation, visas and related logistics.
• Organize business meetings, private engagements and high-profile events.
• Liaise with household staff, service providers, advisors and external partners to ensure smooth execution of requests.
• Handle confidential personal and business matters with utmost discretion.
• Research and coordinate luxury lifestyle services, exclusive experiences and bespoke requests worldwide.
• Screen, prioritize and manage incoming emails, calls, invitations and correspondence.
• Anticipate the principal's needs, proactively resolve issues and ensure every detail is managed to the highest standard.
• Maintain complete confidentiality and professionalism in every aspect of the role.

Skills

Executive support

Travel coordination

Discretion

Fluent English

Interpersonal communication

Diplomatic etiquette

Attention to detail

Driving licence

Education

Bachelor's degree or equivalent

Tools

Passport for international travel

Job description

We are seeking an exceptional Personal Assistant to provide dedicated support to an Ultra-High-Net-Worth Individual (UHNWI). This is a highly dynamic, international role requiring exceptional organizational skills, sound judgement, discretion, and the flexibility to support a fast-paced global lifestyle.

The successful candidate will act as a trusted right hand to the principal, managing an ever-changing schedule, coordinating complex travel, and ensuring the seamless execution of both business and personal matters.

This role involves extensive international travel, predominantly within Switzerland, Malta, the United Kingdom, and other international destinations. Candidates must be comfortable travelling at short notice, hold a valid passport with no restrictions on international travel, and be able to obtain visas where required.

Key Responsibilities

• Provide comprehensive executive, personal and administrative support to the principal.


• Manage a complex and constantly evolving calendar, appointments and commitments.


• Accompany the principal on international business and personal travel, ensuring seamless support before, during and after each trip.


• Coordinate international travel itineraries, accommodation, ground transportation, visas and related logistics.


• Organize business meetings, private engagements and high-profile events.


• Liase with household staff, service providers, advisors and external partners to ensure the smooth execution of all requests.


• Handle confidential personal and business matters with the utmost discretion.


• Research and coordinate luxury lifestyle services, exclusive experiences and bespoke requests worldwide.


• Screen, prioritize and manage incoming emails, calls, invitations and correspondence.


• Anticipate the principal's needs, proactively resolve issues and ensure every detail is managed to the highest standard.


• Maintain complete confidentiality and professionalism in every aspect of the role.

Candidate Profile

• Minimum 5 years' experience as a Personal Assistant or Executive Assistant supporting senior executives, entrepreneurs or UHNW individuals.


• Previous experience within a Family Office, Private Office, luxury hospitality, concierge, private aviation or diplomatic environment is highly desirable.


• Fluent English (spoken and written) is essential, with outstanding communication skills and impeccable spoken English.


• Russian language would be a significant advantage.


• Extensive international travel experience and confidence managing complex travel logistics.


• Valid passport with the ability to travel internationally at short notice and obtain visas when required.


• Strong understanding of luxury lifestyle services and exceptional client service.


• Highly organized with excellent attention to detail.


• Calm, resourceful and able to remain composed under pressure.


• Proactive, solutions-oriented and able to anticipate needs before they arise.


• Absolute discretion, integrity and professionalism.


• Valid driver's licence and excellent driving skills.


• Bachelor's degree or equivalent preferred.

Working Style

This is not a traditional office-based role. The successful candidate will work closely around the principal's schedule, which requires a high degree of flexibility, including availability outside standard business hours and, when necessary, during weekends or while travelling internationally.

In return, the role offers the opportunity to become a trusted member of a highly professional environment, supporting an international lifestyle where no two days are the same.