Personal Assistant - Family Office
Ur-CapitalJob Description
Primarily to provide executive assistance to the Principal / COO of a single family office.
Duties are broad and with varying degrees of complexity. There will be regular contact / communication with the office team and other executive assistants.
Information is of a confidential nature requiring discretion. Flexibility is very important.
Background/context:
The family office has been based in Naters since 1972. It is a small privately run office which administers investments across a variety of asset classes (Private Equity, Debt, Equity, FX, Hedge Funds and Real Estate) with exposure in numerous countries globally.
The office in Milan is currently being set-up and will provide global support to the family but also local support to an Italian Real Estate company.
Key Responsibilities:
- Organising meetings; receiving guests and making necessary arrangements
- Payment and recording of office invoices
- Photocopying, printing and faxing material
- Handling all correspondence (telephone / email / post)
- Making travel arrangements and preparing detailed travel itineraries (often complex)
- Preparation of travel expenses and reconciliation of credit card statements
- Maintaining the current filing and database system, and looking for ways to improve current systems
- Handling confidential company information
- Assist and cover for other staff when required
- Monitor and ensure implementation of company policy
Assist in the management of household staff at a number of properties (Italy/Swiss based)
Development Value:
- Exposure to a complex and unique environment
Training, support and guidance will be provided on an on-going basis
Knowledge/Experience:
- Role would suit those who have experience in dealing with seniors at board / CEO level
- Accounting / bookkeeping experience helpful
- Paralegal / documentation background helpful
- Ability to handle multiple tasks
Ability to work under pressure
Qualifications:
- Degree preferred
- Italian and English (oral and written)
French / German beneficial (not essential)
Skills / Competencies:
- Proven IT skills (MS Office products, including Lotus Notes/Outlook, Word, Excel, PowerPoint)
- Strong interpersonal skills
- Great verbal / written communication skills
- Excellent time management skills
- Well-developed organisational skills
- Attention to detail
- Enthusiasm, initiative and willingness to learn new skills and be adaptable with a degree of self confidence
- Professional discretion / judgement