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Executive Assistant Job

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

  • Diary & Calendar Management

  • Seamless coordination of business and personal calendars

  • Complex, ever-changing schedules across time zones

  • Travel planning, including visas, passports, flights, and itineraries

  • Financial & Administrative Support

  • Budgeting, expense tracking, and preparation of financial reports

  • Invoice processing, payments, reimbursements

  • Light bookkeeping and support with accounting software

  • Familiarity with family office operations is a plus

  • Project & Task Coordination

  • Managing concurrent personal and professional projects

  • Oversight of renovations, relocations, or property matters

  • Ensuring deadlines are met using project management tools

  • Household & Estate Liaison

  • Coordination with household staff, contractors, and service providers

  • Property-related budgeting and administrative oversight

  • Communication & Representation

  • Professional correspondence (email, phone, written) on behalf of the client

  • Acting as a gatekeeper and liaison for both internal and external stakeholders

  • Representing the client in their absence with warmth and poise

  • Preparing presentations, reports, and meeting notes

  • Ad hoc tasks and special projects as needed

  • Occasional travel with the client, including internationally

The ideal Candidate will have a proven track record as an Executive or Personal Assistant

  • Financially literate, with experience handling sensitive documentation

  • Proficient in Microsoft Office Suite, Adobe, and ideally QuickBooks or Xero

  • Confident with Apple products (iPhone, Mac, iCloud), and travel/booking platforms

  • Strong organisational and multitasking capabilities

  • High standard of written and verbal communication

  • A robust and resilient personality well-suited to the high demands of the position

  • Discretion and utmost confidentiality

  • Adaptable and calm under pressure

  • Emotionally intelligent and intuitive

  • Grounded, professional, and confident

  • High energy and stamina with flexible availability

  • Values & Lifestyle Alignment

  • Guided by strong ethics and personal values

  • Committed to ongoing personal/professional development

  • 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