Executive Office Administrator

Location: Mayfair, Central London (Office-based, five days per week)
Salary: Up to £90,000+ DOE
Hours: Full-time, flexibility required
Start Date: Immediate

We are seeking an exceptional Executive Office Administrator to join a highly professional private office based within a prestigious private residence in Mayfair. Supporting two busy Global Coordinators, this is a varied, fast-paced role requiring an individual who thrives under pressure, enjoys managing multiple priorities, and takes pride in delivering work to an exceptional standard.

This opportunity is ideally suited to an experienced Executive Assistant or senior Administrator from a demanding corporate, private office, family office, or professional services environment. Whilst previous household experience is not essential, candidates must be comfortable working within a formal private household, understand the importance of discretion and protocol, and be able to adapt quickly to ever-changing priorities.

The successful candidate will be proactive, highly organised, resourceful, and technically proficient. You will enjoy taking ownership of projects, improving processes, and supporting a collaborative, high-performing team.

Due to the nature of the role, we are seeking someone who offers a high degree of flexibility and is comfortable working in a dynamic environment where priorities can change quickly.

Candidates must be London-based and able to commute to the Mayfair office within approximately 25–30 minutes.

Key Responsibilities

• Provide high-level administrative support to two Global Coordinators across a broad range of projects and day-to-day operations.
• Manage multiple administrative projects simultaneously, ensuring deadlines are met with exceptional accuracy and attention to detail.
• Maintain and organise online filing systems, databases, and administrative records.
• Source household products, shopping items, samples, and supplies whilst maintaining accurate inventories of brands, products, and purchase locations across multiple international residences.
• Research, implement, and manage a digital wardrobe catalogue, working alongside household teams across several global properties to upload and maintain inventories.
• Support the planning and delivery of private events, assisting with guest lists, seating plans, invitations, gift bags, and event logistics.
• Review and maintain an extensive database of over 6,000 vCards, checking formatting, updating professional titles, sourcing photographs, researching missing contact details, and ensuring all information remains accurate and current.
• Coordinate gift sourcing and distribution for birthdays, holidays, and special occasions, including purchasing, tracking deliveries, confirming receipt with recipients, and updating contact records where required.
• Research and source training opportunities for the wider team, particularly within emerging AI platforms such as ChatGPT, Claude, and Gemini.
• Keep the team informed of new technologies and productivity tools that could improve efficiency.
• Create and maintain Microsoft Outlook Rules to automate email filing and improve inbox management.
• Prepare mail merges and supporting documentation for invitations and other communications.
• Cross-check electronic and paper calendars, ensuring complete consistency across all schedules and absolute accuracy across multiple international time zones.
• Design and maintain live project dashboards, providing visibility of ongoing workstreams and project progress.
• Conduct detailed online research, presenting findings clearly and professionally.
• Provide proactive support across a variety of ad hoc administrative and operational projects as business needs evolve.

Candidate Profile

• Significant experience as an Executive Assistant, Executive Administrator, or Senior Administrator within a fast-paced corporate, private office, family office, or similar environment.
• Advanced Microsoft Office skills, particularly Outlook, Excel, and Word.
• Previous experience managing complex administrative projects and competing priorities.
• Excellent research skills with the ability to source difficult-to-find information.
• Outstanding organisational skills with meticulous attention to detail.
• Confident working independently whilst collaborating effectively within a team.
• Demonstrates longevity and commitment within previous positions.
• London-based with the ability to commute to Mayfair within approximately 25–30 minutes.

Key Requirements

• Advanced Microsoft Outlook skills, including managing Rules, inbox organisation, and complex scheduling.
• Excellent working knowledge of Microsoft Excel and Word.
• Experience coordinating calendars across multiple international time zones.
• Ability to produce accurate, professional documents quickly and efficiently.
• Strong project coordination and organisational skills.
• Exceptional attention to detail with the ability to quality-check documents, calendars, databases, and supporting information.
• Resourceful, proactive, and confident conducting detailed online research.
• Professional presentation and comfortable working within a formal private office environment.
• A self-starter who requires minimal supervision and can hit the ground running from day one.

Personal Attributes

• Highly organised, methodical, and exceptionally detail-oriented.
• Calm and composed under pressure, with the ability to adapt quickly as priorities change.
• Positive, proactive, and solutions-focused.
• Resourceful with a tenacious approach to finding solutions.
• Technically confident and interested in emerging technologies and AI.
• A collaborative team player who enjoys contributing to a high-performing environment.
• Professional, discreet, and experienced handling highly confidential information.
• Reliable, flexible, and committed to delivering work of the highest possible standard.

This is an outstanding opportunity to join a prestigious private office in a broad and varied administrative role. Working alongside an experienced team, the successful candidate will become an integral part of a fast-paced, highly professional environment where organisation, precision, discretion, and a proactive approach are valued above all else.