Senior Executive Assistant to HNWI

SORTED Personal Management; London; Hybrid; GBP 125,000 - 150,000

Job description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support HNWI Individual. This role combines traditional administrative support with specialized responsibilities in contracting, human resources, strategic planning, and finance. The ideal candidate will be skilled in managing complex schedules, coordinating projects, handling sensitive information, and working cross-functionally to support the individual’s operational and strategic goals.

Hours: Full-time with flexibility out of standard office hours

Location: London with occasional travel (combination of remote working, office in Central London with occasional travel to Mumbai)

Salary: Competitive salary based on experience

Start Date: Jan 2025

Interviewing: ASAP

Reports to: Principal

Responsibilities include, but are not limited to:

Human Resources (HR) Support

• Coordinate recruitment activities, including posting job openings, scheduling interviews, and facilitating the onboarding process for new hires.
• Serve as a point of contact for HR-related inquiries, assisting employees with HR policies, benefits, and administrative questions.
• Maintain accurate HR records, including employee files, leave management, and performance review schedules.
• Support initiatives related to employee engagement, performance management, and training programs.
• Act as the single point of contact for the Principal for all staff-related issues, working alongside the Chief of Staff to support all Nursery-related HR requirements.

Vendor Contracting

• Coordinate and oversee the contracting process, from drafting agreements to securing necessary approvals and signatures.
• Maintain and organize contract databases, ensuring compliance with contract terms and renewals.
• Serve as a liaison between internal departments and external vendors, handling inquiries and resolving any contractual issues.
• Assist in the procurement process, including identifying vendors, negotiating terms, and processing purchase orders.

Strategic Planning & Project Coordination

• Assist in the planning and execution of strategic projects, including tracking milestones, preparing progress reports, and facilitating communication between teams.
• Participate in strategy meetings, taking detailed notes and following up on action items to ensure completion.
• Research industry trends and competitors to provide insights that support decision-making and long-term planning.
• Collaborate on presentations and reports to communicate key strategic insights and progress toward goals.

Finance & Budget Support

• Track departmental budgets, process invoices, and ensure expense reports are completed accurately and in a timely manner.
• Assist in monthly and quarterly financial reporting, preparing spreadsheets, and reconciling expenses.
• Support financial audits and compliance activities by maintaining accurate and organized financial records.
• Provide support with forecasting and planning activities, analyzing financial data to identify opportunities for efficiency improvements.
• Oversee all ordering and purchasing in London and Europe, coordinating with the Styling Assistant and Purchasing Assistant.
• Coordinate and maintain International Donations.

Personal Assistant Support

• Support with PA duties while the Principal is in London, such as booking personal appointments (beauty, restaurants, activities for Principal and their children), coordinating staff accommodation and booking, managing house rentals, etc.
• Coordinate with UK Property.
• Help arrange UK events, working with events companies.
• Handle any other ad-hoc requests from the Principal and her family.

Candidates must be / have:

• 3+ years of experience as an Executive Assistant or similar role, ideally with exposure to contracting, HR, finance, and strategic planning.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Exceptional organizational skills with a strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion and a high level of professionalism.

Key Competencies:

• Multitasking & Time Management: Skilled in prioritizing and managing multiple responsibilities in a fast-paced environment.
• Problem-Solving: Proactive and solution-oriented approach to challenges.
• Interpersonal Skills: Ability to work collaboratively with cross-functional teams and communicate effectively with stakeholders.
• Adaptability: Flexible and able to adapt quickly to changing priorities and business needs.
• Analytical Skills: Able to interpret financial data and use it to support strategic planning and budgeting.

Work Conditions:

• Monthly travel, or upon mutual agreement, to meet Principal for catch-up meetings.
• Irregular working hours, including evenings, weekends, and holidays.

Salary & Benefits:

• Competitive salary based on experience.
• Travel expenses covered.
• 30 days holiday a year.

This job description highlights a hybrid EA role where traditional administrative support is combined with responsibilities in contracting, HR, strategy, and finance. The ideal candidate is someone who enjoys diverse tasks and has strong organizational, communication, and problem-solving skills.