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SORTED PERSONAL MANAGEMENT
,
London, Greater London
EXECUTIVE / PERSONAL ASSISTANT TO CFO IN FAMILY OFFICE
Overview
Exceptional Executive and Personal Assistant required to support the Group CFO within a Family Office. This is a demanding role, requiring very close and precise attention to detail, a strong sense of personal responsibility, and a demonstrated, underlying desire for personal self-improvement. The person must be absolutely trustworthy and discrete as they will be an integral part of managing all areas of the Principal’s business and private matters. The Principal is specific in nature in nature, has high expectations from his Assistant and will expect that his assistant will maintain the highest levels of demeanour and decorum with all parties with whom the assistant comes into contact. Shortcomings will be identified clearly and quickly when standards are not met – however, this is a rewarding role for someone who takes pride in their work and seeks to become world-class in their role. The Principal has a variety of interests and expects his assistant will as well. Hours : 9am – 6pm, Monday to Friday and available 24/7 Location : Mayfair Salary : Dependent upon Experience Start Date : April 2020 Interviewing : ASAP Responsibilities include, but not limited to: Corporate diary management, liaising with in-house PAs, other Heads of Department and the Chiefs of Staff where necessary Corporate and personal travel research and management Review and verification of accuracy of the bimonthly payment paperwork as well as process of payment runs via the corporate banking system Creation and submission of Principal’s invoices as well as follow through to ensure that they are paid in a timely manner Recording Principal’s expenses, creation and submit his expense claims as well as follow through to ensure that they are paid in a timely manner Draft emails – thank you notes etc Event management for the wider group – ( inter alia , organisation of the Christmas party from start (researching venues) to finish (providing a spreadsheet detailing costs, for general interest / recharging purposes) Answering phone and triaging his calls, arranging for call-backs where necessary and dialling Principal into his calls where required. Printing and preparing documentation Recording and maintaining all passwords and providing them when required to log in to any of his accounts Various ad hoc tasks – things that can’t be actioned by the Team Assistant or Receptionist due to unavailability etc Collect Principal’s meals, prepare drinks and bowls of fruit and ensure that time is set aside for meals during the day Personal diary management for Principal and his family when requested (opera tickets, dinner reservations, personal/family travel, holidays, etc) Household management Manage rental properties and supervise/monitor renovations Manage/maintain some personal relationships – from tax advisor to tailor etc Maintain a running awareness of all commitments in general – tax deadlines, insurance renewal deadlines, school/music consent forms etc and ensure these aren’t missed Information-gathering / form filling as required – FBAR, US tax return, school permission slips, etc Liaise with Principal’s wife about her plans and action accordingly – keeping Principal up to date and ensuring that plans align where necessary Run errands as necessary – personal and corporate Act in ‘loco parentis’ for the children where necessary – collect from school trips/accompany to auditions etc (usually only when both parents are away) Candidates must be / have: Confident, proactive and able to work with autonomy 24/7 availability, particularly when Principal is in different time-zones – at the end of a phone or in-person where necessary (often at short notice) Prompt in their response times – inform the Principal during periods when you’ll be unavailable Excellent IT skills Advanced with MS Office programs Financial aptitude and numerate Professional and efficient · Detail oriented – with exceedingly high level of accuracy Pride in their work being faultless Confident and assertive Bright and well-educated Excellent written and spoken English Russian or French would be advantageous but not essential Emotionally resilient Loyal and supportive Flexible and accommodating Understand the nuance of working in a family office _________________________________________________________________________________ IMPORTANT We receive a considerable amount of applications for every position and there is tough competition in the employment market. In order to process your application as efficiently as possible, please note the following instructions when responding: Detail your relevant experience in a cover letter and include this on an up to date CV Quote your required salary Let us know your availability for interview and when you could start If you can forward references to us, these can only strengthen your application Explain why you want to do this role – be honest. The last two people in this role have been promoted to the most senior role like this that one can hold in the group – working with the ultimate principals. The more information you can give us, the more we can demonstrate to the client that you are exactly what they are looking for and send your CV on quickly . Please note that these instructions apply to ALL candidates and applications that do not meet these criteria may not be considered. It is SORTED'S policy, as a matter of courtesy, to respond to all applications within five working days. However, because of the volume of applications, we are sometimes unable to respond to individual candidates. If we have not contacted you within five working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future.