Job Description
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 able to assist with research and suggestions going forward.
Responsibilities will include:
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 ir 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
Advanced scheduling and prioritization
Vendor and service provider coordination
High-level communication (written and verbal)
Proactivity and autonomy
Diplomacy and emotional intelligence
Detail-oriented, concierge style of working