Executive Assistant to UHNWI – Luxury, Fashion, Beauty

Job Description

This is a unique opportunity to work for an UHNWI who has a strong presence on the global stage. Primarily this role will be based out of lovely offices in West London but does require flexibility to travel to UK residences as well as abroad (mainly US). This is a 14 month maternity cover starting in February 2026, as such we are looking for candidates who are immediately available who have worked in similar high level positions, knowing exactly what is required in providing efficient, effective, seamless support.

This is a rare opportunity to work in a dynamic, fast-paced, and confidential environment, providing business and personal support to an internationally focused Principal. You will work in tandem with the other EA’s in the business and alongside a wider team of business professionals.

Key Responsibilities:

• Complex diary management across multiple time zones; anticipate changes and remain proactive.
• Organise global travel including private aviation, hotel arrangements, and travel documentation.
• Schedule and coordinate meetings (in-person and virtual), private dinners, business lunches, and other events.
• Liaise with high-level global contacts, acting as a gatekeeper and representative of the Principal.
• Provide support on business and charitable projects, assisting with scheduling, communication, and research.
• Collaborate with the internal Family Office team to ensure seamless coordination across business and private spheres.
• Carry out ad hoc project work, reporting, and general business assistance as needed.
• Personal appointments and scheduling

Ideal Candidate Profile:

• Proven experience supporting UHNWI or in a Family Office setting.
• Impeccable organisational and communication skills, with the ability to remain calm under pressure.
• Demonstrates a high degree of discretion and professionalism.
• Proactive and anticipatory approach – always one step ahead.
• Flexible and responsive, with availability for out-of-hours contact (weekends where required) and occasional travel
• Comfortable working at pace, handling rapidly changing priorities and global coordination.
• Well-presented, articulate, and resilient, with exceptional attention to detail and problem-solving ability.

Candidate Requirements:

The ideal candidate will be highly flexible and comfortable being contacted out of hours, including occasional weekend communication, to ensure continuity of support for the Principal’s dynamic schedule. They must be well presented, articulate, and resilient, with a calm and measured approach. The nature of the role demands someone who can manage a high-volume, ever-evolving workload, always staying one step ahead by pre-empting scheduling conflicts and adjusting plans as needed. Exceptional communication and organisational skills are essential, along with strong attention to detail, a solution-oriented mindset, and the ability to work swiftly and accurately under pressure. We are seeking someone pragmatic rather than rigid, with no extreme personalities, who can adapt quickly and operate confidently in a fast-paced environment. Previous experience supporting a UHNWI or within a private family office is required.

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy.

Bain and Gray specialise in PA and administration recruitment throughout London.  Typical roles include Team Assistants, Receptionists, PAs, Office Managers and EAs across all industry sectors. We are a boutique agency and as a result, are unable to respond individually to the large volume of applications. If you are already registered with Bain and Gray, please do not hesitate to contact the consultant you deal with directly.