Private PA Job description

Company/Individual Overview

We suggested writing a few introductory sentences to give an overview of either the individual or the family office. This may include any history, achievements to date, growth, and future projects.

Private PA Role Overview

A strong PA will ensure the smooth running of private and business appointments and travel arrangements, event management, assist in estate planning across multiple properties and staff, support with managing philanthropic activities, as well as commercial ventures. This PA role necessitates discretion, trust, and often, understanding of complex financial matters and confidentiality required. Attributes are strong communication skills, high level of professionalism and ability to remain calm and efficient under pressure.

Private PA Responsibilities include (add or delete depending on your requirements):

• Extensive diary management; scheduling appointments and functions, booking restaurants, entertainment, hospitality etc. Keeping track of important diary dates (Birthday, Anniversary)
• Managing all correspondence and replying on Principle’s behalf in the appropriate manner
• High volume of travel arrangements according to personal preference; scheduling flights/yachts, accommodation, transfers, trips and putting together detailed itineraries.
• Acting as a right-hand person to the Principle and attending appointments / meetings where appropriate with necessary research and documentation
• Household staff recruitment – nannies, gardeners, cooks, cleaners, drivers etc
• Managing and liaising with household staff across the globe
• Property management
• Negotiating with suppliers/ service providers on a regular basis
• Financial management - liaising with accountants and keeping finances up to date; setting up and managing weekly / monthly payments, processing bills and invoices, keeping organised and detailed records of expenses, bank/ credit card reconciliation. Monitoring expenditure in line with budgets
• Personal shopping and errands - dry cleaning, gift buying etc
• Family support; managing the children’s schedules and diary appointments and communicating where appropriate across the network/family
• Pet welfare – vets appointment, dog walking, grooming
• Keeping abreast of new technologies and apps and highlighting to the Principle
• Managing inventory/ insurances
• Management of art/ wine collection
• Any ad hoc daily tasks and project management

Private PA Attributes

We suggest writing a list of any specific attributes or skills you require for this role.

Private PA Qualifications

We suggest including a basic level of qualification required for the role including years of experience and potentially the type of PA experience gained.

Additional information

We suggest including additional information such as the list below.

• Hours: flexibility is often key with private PA roles, so make it clear on the job spec what your expectations around this might be.
• Benefits: (holiday allowance, pension contribution, bonus etc)
• Intended start date: