Full-time, Executive Assistant Job, West London
We are seeking a proactive, detail-oriented full-time Executive Assistant to provide high-level, personalised support to a private client and their close family. This is a values-aligned role ideal for someone who thrives in a dynamic, high-trust environment and who brings a blend of professionalism, emotional intelligence, and operational excellence.
This role goes beyond standard administrative support and includes elements of financial oversight, project coordination, and household management. It is an opportunity to work in close partnership with someone who leads a conscious lifestyle, values discretion, and seeks support from someone with shared integrity and energy.
Key Responsibilities
1. Diary & Calendar Management
2. Seamless coordination of business and personal calendars
3. Complex, ever-changing schedules across time zones
4. Travel planning, including visas, passports, flights, and itineraries
5. Financial & Administrative Support
6. Budgeting, expense tracking, and preparation of financial reports
7. Invoice processing, payments, reimbursements
8. Light bookkeeping and support with accounting software
9. Familiarity with family office operations is a plus
10. Project & Task Coordination
11. Managing concurrent personal and professional projects
12. Oversight of renovations, relocations, or property matters
13. Ensuring deadlines are met using project management tools
14. Household & Estate Liaison
15. Coordination with household staff, contractors, and service providers
16. Property-related budgeting and administrative oversight
17. Communication & Representation
18. Professional correspondence (email, phone, written) on behalf of the client
19. Acting as a gatekeeper and liaison for both internal and external stakeholders
20. Representing the client in their absence with warmth and poise
21. Preparing presentations, reports, and meeting notes
22. Ad hoc tasks and special projects as needed
23. Occasional travel with the client, including internationally
The ideal Candidate will have a proven track record as an Executive or Personal Assistant
24. Financially literate, with experience handling sensitive documentation
25. Proficient in Microsoft Office Suite, Adobe, and ideally QuickBooks or Xero
26. Confident with Apple products (iPhone, Mac, iCloud), and travel/booking platforms
27. Strong organisational and multitasking capabilities
28. High standard of written and verbal communication
29. A robust and resilient personality well-suited to the high demands of the position
30. Discretion and utmost confidentiality
31. Adaptable and calm under pressure
32. Emotionally intelligent and intuitive
33. Grounded, professional, and confident
34. High energy and stamina with flexible availability
35. Values & Lifestyle Alignment
36. Guided by strong ethics and personal values
37. Committed to ongoing personal/professional development
38. Familiarity with London and the UK (venues, healthcare, cultural awareness)
Start date: As soon as possible
Working week: Monday - Friday
Working hours: 10am - 6pm / 11am - 7pm
Salary: £60 - £70k + negotiable for the right candidate
Driving: Must be a confident driver with your own car
Job reference number: 145392
Responsible consultant: Nicola Forster