Executive Assistant

Responsibilities:

• Manage the Principal’s complex diary, appointments, meetings, and travel arrangements.
• Coordinate personal and professional commitments and ensure deadlines and schedules are met.
• Prepare schedules, itineraries, correspondence, documents, and briefing notes.
• Manage communications, monitor outstanding matters, and ensure timely follow-up.
• Coordinate with household staff, drivers, vendors, service providers, and external professionals when required.
• Organise events, dinners, travel arrangements, appointments, and other personal engagements.
• Maintain accurate records, files, contact lists, schedules, and confidential information.
• Anticipate the Principal’s needs and proactively resolve issues before they become problems.
• Follow up rigorously on delegated tasks and ensure they are completed to the required standard.
• Assist with special projects, research, procurement, and other ad-hoc assignments.
• Coordinate multiple priorities while maintaining efficiency and professionalism.
• Maintain clear and appropriate professional boundaries between personal relationships and work responsibilities.
• Protect the privacy, security, and reputation of the Principal and family.
• Handle sensitive information and matters with the highest level of discretion.

Requirements:

• HND or Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• Minimum 3–5 years’ experience as an Executive Assistant, Personal Assistant, Private PA, Chief of Staff Assistant, or in a similar high-level support role.
• Experience working within a private office, family office, executive environment, luxury household, or similarly confidential setting will be an advantage.
• Strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, Google Workspace, digital calendars, scheduling tools, and other relevant productivity platforms.
• Strong ability to manage multiple priorities and meet deadlines.
• Ability to work independently with minimal supervision.
• Experience coordinating travel, appointments, events, vendors, and service providers.
• Strong attention to detail and excellent follow-through.

Ideal Candidate:

The successful candidate should be:

• Highly discreet, trustworthy, and dependable.
• Exceptionally organised and detail-oriented.
• Proactive rather than reactive.
• An excellent communicator.
• Calm and composed under pressure.
• Professional, respectful, and emotionally intelligent.
• Comfortable managing multiple priorities simultaneously.
• Strong in follow-through, accountability, and task management.
• Able to work independently without constant supervision.
• Confident when dealing with senior professionals, vendors, and service providers.
• Technologically proficient and comfortable learning new digital tools.
• Flexible and willing to support responsibilities beyond routine administrative tasks when required.
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Essential Qualities:

• Absolute confidentiality regarding the Principal, family, home, staff, and personal affairs.
• Sound judgment regarding what information is appropriate to share and with whom.
• Respect for privacy, including no unauthorised photographs, videos, recordings, or social-media content relating to the Principal, family, residence, staff, or private activities.
• Honesty and transparency in all communications.
• No conflicts of interest or undisclosed outside business activities that interfere with the role.
• The ability to maintain healthy and professional relationships with household and office staff.
• Willingness to receive feedback and take responsibility for mistakes.
• Professional discretion when handling sensitive or unexpected situations.
• A strong sense of responsibility and ownership of assigned duties.

What Success Looks Like:

• The Principal’s schedule and commitments are well organised and efficiently managed.
• Tasks and delegated responsibilities are followed through to completion.
• Communication and appointments are handled promptly and professionally.
• Sensitive information remains strictly confidential.
• Potential issues are identified and resolved proactively.
• The Principal can rely on the Executive Assistant to operate independently and maintain high standards at all times.