Bilingual (Private) Personal Assistant & Office Manager
HNWI, Madrid
Our client, a distinguished HWNI and Founder/CEO, is currently looking for a discreet and responsible Bilingual (Private) Personal Assistant to provide Family and Office support. This position will be undertaken from the offices run by the individual and will report directly to the Chief of Staff.
The remit for this position will include:
Family PA (80% of workload)
- Gatekeeper of CEO and Family’s time
- Agenda management for Family, ensuring and smooth running of daily lives and expertly handling conflicts
- Full inbox and correspondence management. Managing all communication and responding on behalf, according to necessary protocol
- Act as a key facilitator for personal and family needs. Developing close working relationships with Chief of Staff, office and household staff
- Coordinate purchases for family and relevant supplementary documentation, deliveries, returns, managing and tracking shipments, etc.
- Family Administration: Complete necessary paperwork and provide follow up for activities and interests
- Travel management: international travel arrangements and logistics for Family
- Maintaining health records, filing reports, managing doctors’ visits. Ensuring insurance policies up to date and paid invoices
- Managing family events & guest lists
Expense reports, reconciliation of credit card statements and coordination of household expenditure and bills - Provide personal IT support (device set up, etc.) for Family
- Ad hoc requests for family as required
Office Management (20% of workload)
- Act as point of contact for service providers
- Manage and oversee any facilities or maintenance request
- Manage office inventory
- Act as emergency contact for office
Candidates must have a bilingual level of English/Spanish, whilst additional languages will be viewed favourably. A relevant University degree and prior experience in a Private PA/Family Office environment is a prerequisite for this role. The chosen candidate must be Tech native/savvy (iPhone, Mac, Google Workspace, Microsoft 365, VC Software, etc.).
The ideal candidate will be discreet, open minded and flexible. They will be solutions driven and able to adapt whilst the individual and family transition to a corporate Family Office structure. Discretion is paramount due to the family nature of the position.
Location – Madrid
Salary – Competitive
Timetable – 09.00 – 18.00h
Office
Hybrid/On site: Office based, potential occasional local travel required
If you are interested in this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 749.