London, Mayfair, Salary circa £55,000-£65,000

EHS #2645

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Our client, a French UHNW individual, is actively searching for a full-time, proactive PA/EA and administrative support.

Manage office and discreetly handle matters of a professional and personal nature for the principals and coordinate activities for a number of companies.

The role is mainly to assist the Chairman of the company.

The PA/EA will be part of a team of two, and MUST be fluent in French verbal and written.

Tasks and Responsibilities

For the Chairman

  • Extensive diary management and coordination of meetings and calls over several time zones, ever-changing diaries.  Communication of schedules and information to chauffeurs and household staff.
  • Mail management – read incoming emails and post – pass on messages and information in a timely manner, compose emails and draft correspondence.
  • Global client liaison – act as point of contact for Chairman, liaising with high-profile members of the business world.  Manage contacts and establish strong relationships with internal and external contacts.
  • Organise worldwide travel arrangements, visa requirements and schedules, book transport, accommodation and restaurants.
  • Handling of confidential information and documentation, prepare documents for meetings and detailed travel packs.
  • Personal administration: personal banking, bank statements, credit card reconciliation, making payments, preparing money transfers, processing and handling insurance claims, maintaining tax records, liaising with advisers, accountants, contractors, household staff and drivers (UK and France), handling property matters (insurance, interior designer, builders and contractors...), arranging medical appointments and health insurance reimbursements.
  • Personal diary and travel management for family members; liaising with schools, university offices and tutors.
  • Keeping filing system updated.
  • Monitor bank accounts.
  • Ad- hoc Administration.

Also to supervise the Office Manager – tasks below

For the Office

  • Responsibility for the day-to-day running of the office; records, forms and facilities management.
  • Sourcing suppliers and negotiating contracts (travel agents and travel service providers, hotels, insurance matters, stationery, company vehicle, printers and copiers, tradesmen, mobile phones, miscellaneous supplies).
  • Adapt and improve the IT function.
  • Organising office and maintain supplies of stationery and equipment.
  • Maintaining condition of the office and arrange for necessary repairs; liaise with managing agent.
  • Review and maintain health and safety policies, fire safety procedures and ensure they are observed, comply with Westminster Council regulations on various matters (recycling, parking, corporation tax).
  • Reception – prepare meeting rooms, greet clients and provide ad hoc assistance (printing, bookings, taxis, etc).
  • Post – sort, distribute incoming post, and organise and send outgoing post and organise couriers.
  • Accounts management and various finance functions.
  • Process purchase invoices – collate data into invoice spreadsheet and prepare payments.
  • Preparation of client invoices according to contracts and agreements.
  • Preparation and processing expense claims, bank transfers, and credit card reconciliations.
  • Maintain petty cash and log expenditure.

Hours from 8.30am-5.30pm or 10.00am-7.00pm – shift between the 2 EA and Office Manager

Salary between £55,000–£65,000 depending on experience and seniority – benefit - discretionary bonus - 25 days holiday.

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