JOB DESCRIPTION – Personal Assistant 100%

You will work closely with the Managing Director of our family office. The job involves, among other responsibilities, creating daily schedules, keeping the MD informed of upcoming commitments, and facilitating travel. The job requires a combination of focus, flexibility, and a willingness to contribute actively. The ability to handle high-level interactions and build strong relationships is vital to this role. In simple terms, your contribution frees up the MD’s time and enables him to work more effectively to fulfill his executive and creative mandates. You will work in a multicultural, dynamic and pleasant environment.

Primary responsibilities include, but are not limited to:

Personal assistant to the Managing Director

• Acting as a first point of contact. Dealing with correspondence, phone calls, corresponding on

  behalf of the Managing Director

• Managing diaries, organizing meetings and appointments, including daily schedule

• Meeting and greeting visitors

• Organizing and attending meetings with the Managing Director

• Liaising with clients, suppliers and other staff members

• Arranging travels, visas, accommodations, transportation and travel schedules

• Producing documents, briefing papers, reports and presentations

• Handling all personal invoices, preparing and processing payments

• Submitting and reconciling expense reports

• Occasionally travelling

• Helping the Managing Director with projects

  Office

• Organising conferences, conference calls and appointments

• Managing databases

• Preparing payments, collating and filing expenses, petty cash and credit cards

• Preparing mail and registered mails

• Following up correspondence

• Sourcing and ordering office equipment and food supplies.

• Organising gift baskets, birthdays...

Private affairs

• Managing housekeepers and gardeners; insurances, salaries, vacations

• Operating of the house ; security, insurances, computers, follow-ups with the « Regie »

• Sourcing and ordering house equipment and food supplies

• Maintaining and following up personal bank accounts, credit cards and petty cash

• Assisting family members (follow-ups at school, vacations, travels, doctors appointments)

• Assisting guests (travels, visas, coordination with the housekeepers)

• Scheduling dinners, restaurants, vacations

• Driving and transportation

• Preparing Tax returns

  Skills :

• Proven work experience as a personal assistant

• Exceptional organizational skills that reflect an ability to perform and prioritize multiple tasks

  seamlessly with strong attention to detail

• Problem-solving skills with strong decision-making capability. A forward-looking thinker who

  actively seeks opportunities and proposes solutions

• Team-player

• Discretion and confidentiality

• Clear, precise written and verbal communication skills

• Flexibility to work long hours and sometimes during the weekend

• English as a mother tongue or at C2 (business fluent) proficiency level

• French; excellent verbal and communication skills

• Full proficiency in MS-Office suite and video conferencing tools

• Driving license required

• PA diploma would be considered an advantage

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  The salary offered will depend on the profile, but in any case it will be higher than the legal minimum. Candidates are requested to apply attaching their CV, three references (one of which must be from their current or most recent employer, who can be contacted should the candidate be selected for an interview), and a covering letter. 

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