Senior Executive Assistant / Chief of Staff Job to International High-Profile Businesswoman

SENIOR EXECUTIVE ASSISTANT / CHIEF OF STAFF TO INTERNATIONAL HIGH-PROFILE BUSINESSWOMAN

Salary: £120,000 gross p.a. 
Start Date: Spring 2025
Location: Central London with occasional travel
Reports to: Principal (based overseas)

Position Overview:

The Chace People team is seeking a highly organised, proactive, and detail-oriented Executive Assistant to support an Ultra-High-Net-Worth Individual (UHNWI). This dynamic role blends traditional executive support with responsibilities across team coordination, HR, finance, contracting, and strategic project management. The ideal candidate will excel at managing complex schedules, overseeing projects, and maintaining confidential information while collaborating cross-functionally to advance the principal's operational and strategic goals.

Key Responsibilities:

Private Office Management

• Lead the team of Personal Assistants and act as the primary point of contact for the Principal.
• Coordinate team activities, ensuring efficient collaboration and clear communication.
• Regularly review and update Standard Operating Procedures (SOPs) to maximise productivity.
• Provide ongoing oversight of team roles, responsibilities, and performance.

Human Resources (HR) Support

• Coordinate recruitment processes, including job postings, interview scheduling, and onboarding.
• Serve as the primary contact for HR queries, providing guidance on policies, benefits, and procedures.
• Maintain accurate HR records, including performance reviews, leave schedules, and employee files.
• Collaborate with the Chief of Staff to manage HR-related requirements for the Private Staff Team and Nursery.
• Act as the single point of contact for all staff-related matters for the Principal.

Vendor Contracting

• Oversee the contracting process, from drafting agreements to securing approvals and signatures.
• Maintain and manage a centralised contract database to ensure compliance and timely renewals.
• Act as liaison with external vendors to address inquiries and resolve issues.
• Assist with procurement activities, including vendor selection, negotiation, and purchase order processing.

Strategic Planning & Project Coordination

• Support strategic initiatives by tracking milestones, preparing reports, and facilitating team communication.
• Participate in strategy meetings, document key takeaways, and follow up on action items.
• Conduct industry research to provide insights that inform strategic decisions.
• Prepare presentations and reports to communicate strategic objectives and progress.

Finance & Budget Support

• Track budgets, process invoices, and ensure timely completion of expense reports.
• Assist with monthly and quarterly financial reporting, including data analysis and reconciliation.
• Support financial audits by maintaining organised financial records.
• Collaborate on forecasting and planning activities to identify efficiency opportunities.
• Oversee purchasing across London and Europe, coordinating with the PA team.
• Manage international donations in collaboration with relevant teams.

Personal Assistance

• Provide personal assistance when the Principal is in London, including booking appointments (e.g., restaurants, wellness services, children’s activities).
• Coordinate staff accommodation, house rentals, and other property-related arrangements.
• Liaise with the UK property team to manage residential and event-related logistics.
• Assist with planning and coordinating events in collaboration with external vendors.
• Handle ad hoc tasks as requested by the Principal and family.

Qualifications & Experience:

• Minimum 5 years of experience as an Executive Assistant, ideally within a family office or working with HNWIs.
• Proven experience in team coordination and cross-departmental collaboration.
• Familiarity with HR processes, financial administration, and contract management.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Exceptional organisational skills with meticulous attention to detail.
• Strong written and verbal communication abilities.
• Discretion and professionalism in handling sensitive and confidential information.

Key Competencies:

• Time Management: Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Problem-Solving: Proactive, solution-focused approach to challenges.
• Collaboration: Strong interpersonal skills to foster effective teamwork and communication.
• Adaptability: Flexible and responsive to changing priorities and tasks.
• Analytical Thinking: Proficiency in interpreting data to support financial and strategic decision-making.

Working Conditions:

• Monthly travel (or as agreed) to meet the Principal for in-person updates.
• Flexibility for occasional irregular hours, including evenings, weekends, and holidays when needed.

Salary & Benefits:

• This role has a clear trajectory to Chief of Staff, and this will be taken into consideration during the interview process.

• Competitive salary, commensurate with experience.
• Travel expenses covered.
• 30 days of annual leave.