Overview
Executive & Private PA - Hybrid. We are looking for an experienced EA with excellent Private PA experience to support this interesting and charming Principal involved in Contemporary Art, bespoke design & Philanthropy. This is a busy, international role with a wide remit of duties and your involvement can grow with the role. Degree standard preferred and French would be a big plus. You will be confident, hands on and assist the Principal to reach her goals, give suggestions and be an active support pushing forward. Very well spoken and presented with top English skills both written and spoken you will draft all correspondence and emails on behalf of the Principal and liaise widely with interesting and high profile individuals from time to time. This is an ambassadorial role in a lot of respects.
Predominately remote but working in the Principal\'s home (Chelsea) or on site when she is in London (4 months+ per year). Able to travel abroad occasionally for events and assist the Principal to set up and get organised from beginning to end. An interest in the arts and a knowledge of galleries, artists and events will be needed and you will be able to assist with research and suggestions going forward.
Responsibilities
* Full management of professional and personal calendars USA/Switzerland/France/UK
* Coordination of business and private appointments
* Organization of international travel, hotels, transportation, and detailed itineraries
* Planning and coordination for design fairs, exhibitions, and cultural events, some travel may be required from time to time
* Private Support & Household Coordination
* Oversight of residences (Switzerland, London, Paris, New York) and day-to-day liaison and supervision of household staff
* Preparation for the arrival of the Principal
* Coordination of maintenance, repairs, renovations, and service providers
* Obtaining quotes and liaising with contractors and suppliers
* Management of utilities and services (internet, telecommunications, vehicles)
* Daily life logistics including grocery management, dry cleaning, home services, on line purchases/returns
* Social & Event Management
* Assistance in the organization of private and professional events (London & New York)
* Full coordination of event logistics: table setup, flowers, guests, chefs, catering & butler
* Invitation management, sending out invitations and dealing with confirmations, updating data base & attending guest receptions
* On-site coordination during events when required
* Executive Support & Representation
* Attending high-level meetings and strategic appointments with the Principal. Taking notes and typing up when required
* Acting as a trusted representative and operational right hand
* High-level liaison with VIPs, partners, artists, and key stakeholder
* Networking, Research & Follow-Up
* Follow-up and relationship management
* Targeted research on artists, partners and projects
* Preparation of memos, summaries, and briefings
* Logistics, Shopping & Image Support
* Organization of professional and personal shopping
* Coordination of wardrobes for galas and formal events
* Reception and handling of artworks, luxury items, and sensitive deliveries
* Supervision of high-value logistic
* Candidate Specification
* Proven experience as a PA/EA supporting principals or high-profile individuals
* Outstanding presentation and professional demeanour
* Absolute discretion and strong sense of confidentiality
* Highly organized, proactive, and able to anticipate needs
* Comfortable in artistic, cultural, and international environments
* Excellent stress management
* Flexible and able to travel occasionally
* Strong interpersonal and communication skills
Core Skills
o Advanced scheduling and prioritization
o Vendor and service provider coordination
o High-level communication (written and verbal)
o Proactivity and autonomy
o Diplomacy and emotional intelligence
o Detail-oriented, concierge style of working
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