Executive & Personal Assistant - Family Office H/F

Mission 

Reporting directly to the Ultimate Beneficial Owner (UBO), the Personal Assistant provides high-level administrative, organizational, and personal support with strict confidentiality. The incumbent assists the family in managing both their professional and private affairs and provides logistics support to the family office head.  

Key responsibilities : 

Executive & Administrative Support

• Calendar Management: Manage an extremely active and complex calendar of meetings and appointments for the Principal.  
• Correspondence: Handle daily physical mail and emails, including composing and preparing confidential correspondence.  
• Document Management: Prepare, scan, and file important documents; manage signatures and the notarization/apostille process.  
• Information Flow: Work closely with the Principal to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.  
• Financial Admin: Manage expenses, handle routine administrative tasks, and manage diverse subscriptions (TV, clubs, etc.).  
• Communication: Support incoming phone calls and maintain updated contact databases in Outlook.  

Travel & Event Coordination

• International Logistics: Arrange complex and detailed travel plans, itineraries, and agendas for both business and personal trips.  
• Bookings: Arrange private jets, hotels, restaurants, and airport transfers.  
• Travel Documents: Manage visas, passport renewals, and track expiration dates.  
• Meeting Logistics: Organize internal and external meetings, video conferences, and global speaking engagements.  

Personal Support to the Family

• Lifestyle Management: Provide private logistics support, including medical appointments and pharmaceutical purchases.  
• Event Planning: Organize private events and professional lunches/dinners, including catering and menu validation.  
• Advisor Liaison: Coordinate with the family office team and external advisors regarding taxes and other private matters.