Senior EA Chief of Staff

Job Description

SENIOR EXECUTIVE ASSISTANT / CHIEF OF STAFF TO INTERNATIONAL HIGHPROFILE BUSINESSWOMAN

• Salary: 120000 gross p.a.
• Start Date: Spring 2025
• Location: Central London with occasional travel
• Reports to: Principal (based overseas)

Position Overview:

The Chace People team is seeking a highly organised proactive and detailoriented Executive Assistant to support an UltraHighNetWorth Individual (UHNWI). This dynamic role blends traditional executive support with responsibilities across team coordination HR finance contracting and strategic project management. The ideal candidate will excel at managing complex schedules overseeing projects and maintaining confidential information while collaborating crossfunctionally to advance the principals operational and strategic goals.

Key Responsibilities:

Private Office Management

• • Lead the team of Personal Assistants and act as the primary point of contact for the Principal.
  • Coordinate team activities ensuring efficient collaboration and clear communication.
  • Regularly review and update Standard Operating Procedures (SOPs) to maximise productivity.
  • Provide ongoing oversight of team roles responsibilities and performance.

Human Resources (HR) Support

• • Coordinate recruitment processes including job postings interview scheduling and onboarding.
  • Serve as the primary contact for HR queries providing guidance on policies benefits and procedures.
  • Maintain accurate HR records including performance reviews leave schedules and employee files.
  • Collaborate with the Chief of Staff to manage HRrelated requirements for the Private Staff Team and Nursery.
  • Act as the single point of contact for all staffrelated matters for the Principal.

Vendor Contracting

• • Oversee the contracting process from drafting agreements to securing approvals and signatures.
  • Maintain and manage a centralised contract database to ensure compliance and timely renewals.
  • Act as liaison with external vendors to address inquiries and resolve issues.
  • Assist with procurement activities including vendor selection negotiation and purchase order processing.

Strategic Planning & Project Coordination

• • Support strategic initiatives by tracking milestones preparing reports and facilitating team communication.
  • Participate in strategy meetings document key takeaways and follow up on action items.
  • Conduct industry research to provide insights that inform strategic decisions.
  • Prepare presentations and reports to communicate strategic objectives and progress.

Finance & Budget Support

• • Track budgets process invoices and ensure timely completion of expense reports.
  • Assist with monthly and quarterly financial reporting including data analysis and reconciliation.
  • Support financial audits by maintaining organised financial records.
  • Collaborate on forecasting and planning activities to identify efficiency opportunities.
  • Oversee purchasing across London and Europe coordinating with the PA team.
  • Manage international donations in collaboration with relevant teams.

Personal Assistance

• • Provide personal assistance when the Principal is in London including booking appointments (e.g. restaurants wellness services childrens activities).
  • Coordinate staff accommodation house rentals and other propertyrelated arrangements.
  • Liaise with the UK property team to manage residential and eventrelated logistics.
  • Assist with planning and coordinating events in collaboration with external vendors.
  • Handle ad hoc tasks as requested by the Principal and family.

Qualifications & Experience:

• Minimum 5 years of experience as an Executive Assistant ideally within a family office or working with HNWIs.
• Proven experience in team coordination and crossdepartmental collaboration.
• Familiarity with HR processes financial administration and contract management.
• Proficiency in Microsoft Office Suite (Excel Word PowerPoint).
• Exceptional organisational skills with meticulous attention to detail.
• Strong written and verbal communication abilities.
• Discretion and professionalism in handling sensitive and confidential information.

Key Competencies:

• Time Management: Ability to manage multiple priorities and deadlines in a fastpaced environment.
• ProblemSolving: Proactive solutionfocused approach to challenges.
• Collaboration: Strong interpersonal skills to foster effective teamwork and communication.
• Adaptability: Flexible and responsive to changing priorities and tasks.
• Analytical Thinking: Proficiency in interpreting data to support financial and strategic decisionmaking.

Working Conditions:

• Monthly travel (or as agreed) to meet the Principal for inperson updates.
• Flexibility for occasional irregular hours including evenings weekends and holidays when needed.

Salary & Benefits:

• This role has a clear trajectory to Chief of Staff and this will be taken into consideration during the interview process.

• Competitive salary commensurate with experience.
• Travel expenses covered.
• 30 days of annual leave.