We are recruiting on behalf of our client, a private family office, for an experienced Executive Assistant. This is a unique opportunity to become a trusted partner to an ultra-high-net-worth individual, providing comprehensive operational, administrative, lifestyle and travel support. The successful candidate will play a pivotal role in ensuring the seamless management of personal, family and business-related matters within a highly confidential environment.
About the Company
Our client is a private family office supporting a principal with diverse personal, philanthropic, lifestyle and business interests. Operating in a professional yet highly personalised environment, the organisation is built on trust, discretion, integrity and long-term relationships.
You will join a small, dedicated team where collaboration, accountability and proactive problem-solving are highly valued. The role offers significant autonomy, exposure to a broad range of family office operations, and the opportunity to build a long-term career within a respected private office environment.
Responsibilities and Duties
As the Family Office Operations Administrator, you will:
- Act as the primary operational support and coordination point for the Principal's personal, family and professional affairs.
- Manage complex calendars, schedules and commitments across multiple jurisdictions and time zones.
- Coordinate VIP international travel, including private aviation, accommodation, transport, concierge services and itinerary management.
- Liaise with banks, attorneys, accountants, trustees and other professional advisers while maintaining strict confidentiality.
- Support budgeting activities, expense tracking, financial reconciliations and reporting.
- Oversee property, vehicle and asset administration, ensuring licences, registrations, insurance and renewals remain up to date.
- Coordinate household operations, contractors, service providers and lifestyle arrangements to ensure smooth day-to-day functioning.
- Proactively anticipate needs, resolve issues independently and ensure tasks are completed efficiently with minimal supervision.
Qualifications and Skills
To be successful in this role, you should have:
- 5–10 years' experience supporting ultra-high-net-worth individuals, executives or within a family office environment.
- Strong financial and administrative experience, including expense management, reconciliations and reporting.
- Proven experience managing complex international travel arrangements and handling last-minute changes.
- Advanced Microsoft Office skills, particularly Excel, along with strong digital literacy.
- Experience liaising with banks, legal professionals, accountants, trustees and external vendors.
- Excellent organisational, communication and stakeholder management skills.
- A proactive, self-motivated approach with exceptional attention to detail and sound judgement.
- A valid driver's licence, a clean driving record and a demonstrated commitment to discretion, confidentiality and professionalism.
Benefits and Perks
This position offers the opportunity to join a highly respected private family office in a trusted, long-term capacity. Benefits include:
- A rare opportunity to work closely with an ultra-high-net-worth Principal in a highly varied and rewarding role.
- Significant autonomy and responsibility with the ability to manage matters independently.
- Exposure to international family office operations, luxury asset management and VIP travel coordination.
- A collaborative working relationship built on trust, respect and professional integrity.
- Diverse and engaging responsibilities across administration, travel, property, lifestyle and operational management.
- A role where your initiative, judgement and expertise will be highly valued and trusted.
