FAMILY OFFICE PA

FAMILY OFFICE PA

Posted - 1 Nov 2017

Location - WEST LONDON, UK 

 

In addition to all duties assisting all Family members with their personal arrangements as set out below, the post holder is also responsible for supporting the Head of Family Office, including financial accounts and reporting, updating of the Family Office website, property transactions and advice, personnel matters, legal matters, company secretarial matters and personal charitable giving.

 

This is an important role and requires proactive and self-motivated candidates as you will often be working alone and unsupervised.  It is an excellent opportunity to develop a career as a Private PA within the Family Office sector.

 

Hours: 9.30am - 5.30pm, Monday to Friday

Location: West London

Occasional travel and work at other family properties as required

Salary: £24k - £27k

Start Date: ASAP

Interviewing: ASAP

                                   

Responsibilities include, but not limited to:

General administration

  • Opening the post

  • Filing invoices, bank statements and correspondence

  • Maintaining and developing logical filing systems (electronic and paper)

  • Maintaining and organising stocks of family office stationery

  • Booking couriers as required.

 

Finances

  • Preparing invoices for payment

  • Submitting them for signature with any supporting documentation needed.

  • Sending signed cheques off

  • Processing the invoices and payments on the accounting system (QuickBooks)

  • Checking petty cash and inputting petty cash reports to the accounting system

  • Requesting supporting documents for staff credit card statements and raising any queries with the card holder

  • Bank reconciliations (with help from the Head of Family Office)

 

Property

  • Liaising with contractors on repairs and renovation

  • Assessing any planning applications which may affect family properties

  • Administration of any planning applications submitted on the family’s behalf

  • Liaising with agents working on rental or sale of family properties

 

Personnel

  • Keeping the holiday and sick leave records for all domestic staff

  • Scheduling staff appraisals

  • Seeking references for new staff

  • Administration related to recruitment – gathering CVs, summarising, arranging interviews

 

Assistance with administration for the principals:

  • Assist as required with travel arrangements (in liaison with Executive Assistant)

  • Assist with university accommodation arrangements and fee payments

  • Assist with banking arrangements as required

  • Arrange new passports or insurance documents

  • Personal shopping as required

  • Assist with health-related matters as needed (check-ups, inoculations)

  • Assist with rented accommodation, if required

  • Events organising and occasional errands for the family

 

Personal charitable giving

  • Maintain the database of past donations

  • Research new donations under consideration, including due diligence

  • Reconcile CAF account and update on family office website

 

Other PA duties:

  • Cover for the Executive Assistant when on leave

  • Errand running

 

Candidates must be / have:

  • Good standard of formal education, to university level or good A-level grades
  • Good confident driver
  • Good attention to detail, able to present information clearly and accurately
  • Well-spoken with good communication skills
  • Good sense of humour and upbeat, calm personality
  • Able to work independently to use their initiative and be proactively
  • Able to work well under pressure

 

Benefits:

  • Statutory holiday of 25 days + Bank Holidays
  • Statutory sickness
  • Private Healthcare
  • Pension

 

______________________________________________________________

IMPORTANT

We receive a considerable amount of applications for every position and there is tough competition in the employment market.  In order to process your application as efficiently as possible, please note the following instructions when responding:

  • Detail your relevant experience in a cover letter and include this on an up to date CV
  • Quote your required salary
  • Let us know your availability for interview and when you could start
  • If you can forward references to us, these can only strengthen your application

The more information you can give us, the more we can demonstrate to the client that you are exactly what they are looking for and send your CV on quickly. 

 

Please note that these instructions apply to ALL candidates and applications that do not meet these criteria may not be considered.

 

Send your information to: office@thearcadvisory.com

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