Business Manager to Group CEO

Reference: VB16743

Salary: £70,000 - £90,000

Location: London, Central

Looking for a highly adaptable, loyal, and patient Business Manager to provide comprehensive support to the Group CEO of a dynamic energy company. This trusted partner will ensure that both professional and personal operations run seamlessly across global locations. Thriving in a fast-paced environment, the ideal candidate will possess exceptional organizational and leadership skills, clear and concise communication abilities, and the flexibility to handle rapidly changing plans. In addition to managing business-related responsibilities, the EA/PA will also provide support to the CEO’s family, demonstrating discretion and reliability.

Key Responsibilities:

Personal Assistant (PA) Duties:

1. Travel & Diary Management:
   • Plan and manage the CEO’s complex travel schedule, including flights, accommodations, and itineraries across international time zones.
   • Maintain an up-to-date and conflict-free calendar, handling last-minute changes efficiently.
   • Organize local transportation and monitor travel days and stays per country.
2. Property Management:
   • Oversee the management of properties in London, Vallauris, and Mykonos, coordinating with house managers, a driver, and a housekeeper.
   • Monitor task lists, progress, and expenses for household staff, ensuring accurate and timely payroll.
   • Handle property-related tasks, including vendor coordination, maintenance, and renovations.
3. Family and Household Support:
   • Manage private household maintenance contracts, payments (bills, etc.), and associated accounts.
   • Act as the central liaison for household staff, ensuring effective communication and task allocation.

Executive Assistant (EA) Duties:

1. Administrative Support:
   • Track and manage important documents, including mortgages, KYC requirements, and car service schedules.
   • Maintain accurate and confidential records, correspondence, and sensitive information.
2. Meeting Coordination & Follow-Up:
   • Prepare agendas, research, and materials for CEO meetings, ensuring thorough documentation and action-point follow-up.
   • Schedule regular check-ins between the CEO and team members to foster collaboration and accountability.
3. Business Support:
   • Act as a gatekeeper, prioritizing requests to align with strategic objectives.
   • Develop Board materials and presentations for business needs.
   • Conduct research and manage media relations or promotional tasks as required.
   • Proactively address operational bottlenecks, enabling the CEO to focus on high-value tasks.

General Duties:

• Maintain a comprehensive filing system for both business and personal records.
• Manage the CEO’s official expenditures and claims.
• Draft, type, and dispatch correspondence on behalf of the CEO.
• Liaise with internal and external stakeholders to arrange meetings and prepare agendas.
• Undertake any other tasks as requested by the CEO.

Leadership:

• Oversee and coordinate a global support team, ensuring balanced task distribution and effective communication.
• Provide clear direction and oversight to both the household and professional support teams, promoting smooth operations and accountability.

Qualifications & Skills Required:

1. Experience:
   • A minimum of 5+ years of proven experience as an EA/PA supporting senior-level or C-suite executives, preferably in a fast-paced, global environment.
   • Experience working within international or multinational private sector organizations, handling tasks across different time zones.
   • Strong background in managing properties or coordinating household staff is highly desirable.
   • Familiarity with travel programs like One World Alliance and Amex Reward Program is an advantage.
2. Education & Technical Skills:
   • Degree-level education, preferably in Business Studies or a related field.
   • Excellent computer literacy with high proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and financial tools like Quicken.
   • Shorthand and excellent typing skills with speed and accuracy.
3. Skills & Attributes:
   • Organizational & Time Management:
     • Exceptional organizational abilities with a strong attention to detail.
     • Proven capability to manage multiple priorities and tight deadlines efficiently.
   • Communication:
     • Outstanding verbal and written communication skills.
     • Professional telephone manner with the ability to engage effectively with diverse audiences.
   • Leadership & Problem Solving:
     • Strong interpersonal and leadership skills to manage and coordinate a geographically dispersed team.
     • Proactive mindset with excellent problem-solving abilities and resourcefulness.
   • Cultural & Emotional Intelligence:
     • High emotional intelligence with cultural sensitivity, especially in multicultural environments.
     • Discretion and professionalism when handling confidential matters.
   • Languages:
     • Fluency in English is required. A second language, such as Arabic or French, is advantageous.