Hours: Full-time, 9:00am – 5:00pm
Reporting To: Three Directors across multiple businesses
We are seeking a highly organised, proactive, and adaptable Personal Assistant to support three Directors across a portfolio of successful, fast‑growing businesses, including a property management company, a strategic advisory firm, and a multi‑family office.
Based in Hampstead, you will work in a highly congenial and slightly quirky office environment, supporting a dynamic team across multiple ventures. This role requires excellent time management and the ability to juggle competing priorities in a dynamic environment.
Key Responsibilities:
Diary & Schedule Management
* Manage and coordinate complex, overlapping diaries for three Directors across multiple businesses
* Schedule internal and external meetings, ensuring efficient time allocation and minimal conflicts
* Prioritise appointments based on business needs and strategic importance
* Coordinate across different time zones where required
Meeting Coordination
* Organise and prepare meetings, including logistics, agendas, and materials
* Act as a gatekeeper for meeting requests
* Attend meetings where required, take minutes, and track follow‑ups and actions
* Liaise with internal teams and external stakeholders to ensure smooth coordination
Administrative Support
* Provide comprehensive administrative support across all three businesses
* Handle correspondence, emails, document preparation and post
* Maintain accurate records, databases, and filing systems
* Support onboarding and administrative processes for new clients or partners
* Handling confidential and sensitive information with discretion.
Document & Process Management
* Organise and maintain company documentation, ensuring accessibility and compliance
* Assist with company filings, regulatory documentation, and record‑keeping
* Ensure consistency and efficiency across all business operations
Cross‑Business Coordination
* Act as a central point of contact across the three companies
* Support collaboration between teams and ensure alignment of priorities
* Track key projects and deadlines across the businesses
* Assist with internal communications and reporting
Office Presence & Support
* Be present in the Hampstead office 5 days per week to support Directors, team operations and client or visitor meetings
* Help maintain a productive, organised, and welcoming working environment
* Provide ad hoc support to team members and visitors when required
Additional Responsibilities
* Expense management and basic administrative accounts support
* Event planning (internal and external)
Key Skills & Experience
* Proven experience as a Personal Assistant, Executive Assistant, or similar role (ideally in a startup or fast‑paced environment)
* Exceptional organisational and multitasking skills
* Strong attention to detail and problem‑solving ability
* Excellent written and verbal communication skills
* High level of discretion and professionalism
* Ability to work independently and take initiative
* Comfortable managing multiple stakeholders and priorities
* Proficient in Microsoft Office / Google Workspace and general admin systems
* Ability to manage basic administrative accounts and financial tracking
* Experience in property, finance, advisory, or professional services environments
* Familiarity with company filings, compliance, or governance processes
* Experience supporting multiple executives simultaneously
Personal Attributes
* Highly adaptable and resilient
* Calm under pressure with a solutions‑oriented mindset
* Strong interpersonal skills and ability to build relationships
* Proactive, resourceful, and detail‑driven
* Trustworthy with a high degree of integrity
Summary
This is an exciting opportunity for a capable and driven PA to play a key role across multiple growing businesses. Based in a friendly and distinctive Hampstead office, you will be at the centre of operations, helping Directors stay organised, focused, and effective while contributing to the overall efficiency and success of the companies.
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