boss intérim Monaco, tertiary sector, search for a prestigious client, a personal assistant available quickly.
Intro paragraph :
- Predominantly supporting Chairman and 2 other Capital members, the role will require a mix of business and private support. Often requirement to work at weekends and working within different time zones.
- They must have previous EA experience, great attention to detail and high standards, a flexible and muck in approach and excellent soft skills.
- We are looking for an engaged, enthusiastic candidate who is intelligent and commercially aware with an impressive track record supporting at this senior level.
- We need a well presented, organised, efficient PA who is able to juggle a busy and forever changing workload and liaise at all levels on a global scale - relationship building is essential as well as the ability to install trust and get the job done to a high standard. We are looking for a candidate who works well under pressure and is able to demonstrate resilience and flexibility.
- Managing PA's team ensuring work is well distributed and running of office, meetings and Principal and Board needs are met.
This is a fantastic role for an ambitious self-improver who is keen to develop themselves professionally and personally to join a high achieving, passionate, respectful and successful team culture.
Business meetings and calendar management
- Provide high level complex support for the Principle by serving as a gatekeeper, central point of contact and relationship builder
- Arrange and organise logistics for internal and external meetings (AV Support, Concierge system, print outs, liaise with facilities & security) in UK, Switzerland and Monaco
- Managing Principle and Board calendars, proactively prioritizing and resolving schedule conflicts on a daily and weekly basis.
- Keeping Board Members information spreadsheet up to date and ensuring Principle and Board members know of key events and important days in advance.
- Arranging travel & Logistics for Principle and Board members to attend these business meetings
Events
- Coordinate logistics of large scale and high-level events
- Arranging travel and booking private jets for businesses to attend the events & hotel bookings & itinerary for those attending (sometimes up to x60 people)
- Any printing or binding of presentations for the events
- Liaising with guests, sending invites, collating RSVPs, dealing with dietaries and answering any questions they may have
- Being the main point of contact for guests and suppliers representing initial contact with Principal
Travel
- Travel to where Principal and Board are to provide PA support where needed.
- Sorting any Visa's or paperwork for personal and business international trips
- Liaising with JetOps, Boat Crews and local PA's
- Allocating and reviewing travel related invoices
- Arranging Cars/drivers and hotel Bookings (Board and Others)
- Assistance with other Group Board members and external visitors travel, hotel bookings & cars
Holidays
- Supporting planning and arranging annual holiday schedule with Principal (Communicating with Aviation and Yacht Teams)
- Sending invites to guests
Approving (via principle) and arranging quotes, tips/ payments
- Liaising with relevant staff or holiday reps
- Advising on packing requirements/ liaising with housekeepers
- Arranging vaccinations/ medications if needed
- Providing trip details to guests, and arranging all their travel, cars, etc
- Managing friends and family use of holiday properties
Properties
- Liaising with Principals housekeepers regarding any tasks
- Advising housing staff when Principal will be visiting and holding house keys to different properties
- Coordinating with and supporting Household staff on requirements of and delivery for principal
- Coordinating any personal events held at Garages or properties
Personal errands/appointments
- Shopping for personal items
- Sourcing, purchasing and organising gifts and cards
- Medical/Dental appointments
- Coordinating transport of artwork/valuable items
- Personal dinners/friends & family events
- Arranging meetings with personal contacts
- Keeping friends and family contact lists up to date
- Screening post received & opening deliveries
- Visits to UK properties
- Co-ordinating physio appointments
- Arranging meetings with art dealers/interior designers
- Moving personal items between locations
- Manage travel and logistics for Principle & family, authorisation letters, currency, holiday books, etc.
- Manage restaurant reservations, event tickets and memberships
Finance
- Submitting invoices and expenses for any Board personal or business spending
- Keeping an up-to-date track of Principal personal petty cash tin
- Liaising with PA's for Principal and Board invoices/ arranging payment
Requirements, Experience & Education :
- Graduate Calibre is required
- Significant experience in a similar role, supporting Senior Executives/ CEO/ Chairman
- Highly personable positive person with experience of interacting with C Suite Level and Senior Leadership
- Being able to prioritise any urgent tasks and personalities under pressure
- Experience managing PA's
- Flexibility on working days and hours
- Proven multi-tasker with proactive approaches to problem-solving and strong decision-making capability without consulting continuously
Behaviours
- Highly discreet and professional
