Executive Personal Assistant

We are looking for a Executive Personal Assistant (EPA) who will provide support to the Principals (and other Executive Personal Assistant), ensuring the smooth running of the office, and render assistance to the team. This role is split 50/50 between business support and providing private support to the Principals.

**Your mission**
- Principals Calendar Management - Assist in managing and maintaining personal/social calendars, which involves extensive scheduling, coordination, and tracking of all pertinent information required.
- Principals Contact Management - Maintain accuracy of Principal’s contact and emergency contact database.
- Supervise Concierge Services with Travel Itinerary, travel planning & Logistics - Create a draft itinerary when notified of new travel and take responsibility for updating, tracking, and integrating that information.
- Principal Representation - Appropriately represent the Principals to neighbors, colleagues, friends, local communities, service providers, consultants, and legal and financial partners.
- Move Management - Collaborate with the support teams to ensure easy Principals transitions between places.
- Maintain Medical Care - coordinate and schedule all medical appointments and procedures, maintain and coordinate all medical files, including immunization records.
- Wardrobe & Personal Items - help coordinate, purchase returns, and repair requests with the Household team. Liaise with stylists as required. Orgnaise the well-being activities.
- General Administration Support - Assist with general administrative processes, including daily mail receipt, filing; scanning; photocopying; drafting outgoing correspondence and proofreading material;
- Special Projects /Event Management - Oversee projects assigned, lifestyle, decoration, PR, media archives, membership information, etc.
- File Management - Maintain files relating to the residences, employees, vendors, operations, budgets, finances, inventories, equipment, furniture, personal effects, etc.
- Travel with principals - when necessary

REPORTING AND COMMUNICATION
- Principal Reporting - Schedule regular meetings with the Principals to collect feedback and personal preferences and provide a deep dive into any requested areas.
- Task Tracking - Ensure that all project, fix-it, and Principal requests are proactively tracked and accurately updated. Leverage technology to streamline communications & processes wherever possible.
- Property & Staff Communication - Constantly communicate with the Principal’s external support team, and external additional stakeholders to be aware of all activities happening within the residence.

FINANCIAL & ADMINISTRATIVE RESPONSIBILITIES
- Annual Budgeting - Collaborate with the DoR to prepare and track annual operating budget.
- Expense Control - Responsible for managing household-related expenditures and developing systems for proper documentation and reconciliation of direct reports’ credit card purchases and receipts.
- Contract Review & Admin - Provide contract review and escalate to legal review when appropriate. Monitor budgets/contracts and verify adherence to all agreements.
- Vendor & Supplier Relationships - Develop strong relationships with vendors and suppliers to ensure premium service standards.
- Oversee organisation's HR roles by keeping personnel records up to date, salary, medical insurances and so on.
- Vendor & Supplier Lists - Develop and manage a supplier, consultant, and vendor contact list. Ensure that all service providers are appropriately scheduled and monitored accordingly and that tasks are performed correctly.
- Manage invoice payments - cash and expense reconciliation and all bank account matters
- Assist in Bank accounts & Credit cards

HOSPITALITY AND STAFF MANAGEMENT
- Service Delivery - Ensure that the highest level of service is consistently delivered to the Principal and guests. Act as primary contact.
- Organizational & Operational Communication - Collaborate with other members or the Principals to support the residences’ organizational standards and orderly and meticulous operation.
- Standard Operating Procedures - Support the preparation of standardized procedure manuals, direct quality assurance standards, and training programs as required.

INVENTORY & DOCUMENTATION PROTOCOLS
- Support the development of a property and personal services database, including established standards and procedures based on site-specific needs. Assist with the creation and maintenance of digital inventory
- Property Content & Personal Effects - including wardrobe, furnishings, finishes, fixtures, exercise equipment, artwork, storage contents, personal, pet, archival items, and household supplies.
- Stocking, Par Lists & Reordering - for household and personal supplies, wardrobe, food, wine, perishable items, replacement parts, etc.
- Asset Care & Maintenance Protocols - reflecting specific proper care and maintenance protocols for all assets.

**Your profile** Ed