Job Description
Executive Assistant – UHNW Property Portfolio Oversight
London | Private Family Office
The Opportunity
A prestigious London-based Family Office is seeking an exceptional Executive Assistant to support the Executive Office of a UHNW Principal, with primary responsibility for oversight and coordination of a UHNW property portfolio.
This is a senior, high-trust appointment requiring a commercially astute, highly organised and discreet professional who can seamlessly integrate traditional executive support with hands-on operational oversight of multiple private residences.
The successful candidate will act as the central coordinating authority across properties, household teams, managing agents, contractors and professional advisors — ensuring the portfolio operates to the highest standards at all times.
Key Responsibilities
Executive Office Support
* Provide senior-level executive support to the Principal(s) and Executive Office.
* Act as a trusted right hand, managing priorities, tracking actions and ensuring follow-through across all property-related matters.
* Prepare detailed reports, briefing papers and portfolio updates.
* Coordinate meetings with managing agents, contractors, advisors and household leadership teams.
* Maintain absolute discretion and confidentiality at all times.
Property Portfolio Oversight
* Oversee the administration and coordination of multiple UK and international residences.
* Serve as the primary liaison between the family, estate managers, household staff, managing agents and external contractors.
* Ensure all properties are maintained and presented to exceptional standards, ready for occupation at short notice.
* Maintain oversight of service contracts, warranties, insurance policies and asset registers.
* Monitor block management companies and managing agents to ensure agreed service levels are delivered.
Maintenance & Capital Projects
* Coordinate planned and reactive maintenance programmes across the portfolio.
* Track refurbishments, improvement works and capital projects from instruction through to completion.
* Obtain and assess contractor quotations; monitor costs and budget alignment in coordination with the Executive Office.
* Arrange inspections and ensure timely resolution of follow-up actions.
* Maintain meticulous documentation relating to works, compliance and servicing.
Tenancies & Stakeholder Management
* Liaise with managing agents regarding ASTs, renewals and tenant negotiations.
* Represent the family in dealings with block management companies, freeholders and local stakeholders.
* Monitor agent performance and escalate issues where required.
Compliance & Governance
* Maintain oversight of landlord compliance obligations, including health & safety, fire safety and statutory servicing.
* Coordinate risk assessments and inspections.
* Ensure all properties meet regulatory requirements, with organised and up-to-date documentation maintained centrally.
Financial Oversight & Reporting
* Track property-related expenditure and contractor payments in coordination with the finance team.
* Assist with maintenance and capital expenditure budgeting and forecasting.
* Produce structured portfolio summaries and performance updates for the Executive Office.
* Identify and implement system and process improvements across the portfolio.
Candidate Specification
* Ideally degree-educated, with a strong academic background.
* Demonstrable experience within a UHNW, HNW or Family Office environment.
* Prior exposure to residential property administration, property management, estate coordination or asset oversight within a private or HNW setting is highly desirable.
* Strong understanding of UK residential property processes and landlord compliance obligations.
* Commercially aware, financially literate and confident reviewing budgets, invoices and contractor proposals.
* Highly organised with exceptional attention to detail and strong documentation discipline.
* Discreet, emotionally intelligent and accustomed to handling confidential information.
* Confident liaising with senior advisors, managing agents, contractors and household teams.
* Able to manage multiple concurrent projects while maintaining calm and precision under pressure.