Personal Assistant in a Single Family Office

A Single Family Office is seeking an experienced, highly organized, and proactive Personal Assistant. The primary responsibility is to provide operational and administrative support to the principal and their family members, as well as to execute assignments and organizational tasks efficiently. The candidate must be able to work in a multitasking environment, have strong communication skills, and demonstrate attention to detail.

Responsibilities:

Administrative Support:

• Organizing and coordinating meetings, service appointments, and other tasks.

• Interacting with courier and postal services.

• Planning and organizing family celebrations and gatherings.

• Organizing repair work, maintenance, and liaising with contractors.

• Assisting with coordination of property renovation and reconstruction projects (including communication with architects, contractors, and regulatory bodies).

• Organizing home inspections (e.g., before extended family absences).

• Coordinating the work of household staff (cleaners, gardeners, technical specialists, etc.).

Errand Assistance:

• Fulfilling various tasks and errands for the principal and family members.

• Purchasing goods and services (groceries, household items, gifts, etc.) and handling miscellaneous errands.

• Organizing deliveries and monitoring order fulfillment.

• Providing support in day-to-day household management.

Logistical Support:

• Managing the vehicle fleet: ensuring timely maintenance, insurance, and document control.

• Holding a valid driver’s license (mandatory) and having driving experience to accompany family members and complete out-of-office tasks.

• Accompanying the family to cultural events, exhibitions, concerts, and appointments (including medical institutions).

Medical Support:

• Organizing and coordinating appointments with doctors and other medical specialists.

• Supporting and accompanying family members during medical check-ups, procedures, or treatments.

• Liaising with healthcare providers, private clinics, laboratories, and insurance companies.

• Monitoring medication schedules and regular medical procedures.

• Arranging home care, nurses, caregivers, and other support staff as needed.

• Managing medical documentation, translating reports, and securely organizing sensitive health information.

Communication and Reporting:

• Timely updates to the principal regarding task execution and project status.

• Maintaining effective communication with family members, partners, and external consultants.

• Upholding a high level of confidentiality and professionalism when handling the family’s personal matters.

Flexibility and Problem Solving:

• Adapting to shifting priorities and efficiently handling unforeseen situations.

• Proactively anticipating the family’s needs and providing practical solutions.

Candidate Requirements:

• Higher education.

• Experience working in a Family Office, UHNWI support, or a similar administrative role.

• Excellent organizational skills and the ability to work in a multitasking environment.

• Fluent in Russian, English, and Italian (both spoken and written).

• Confident computer skills (office software, email, etc.).

• Valid driver’s license and proven driving experience.

• Responsibility, punctuality, and the ability to respond quickly to changes and solve arising issues.

• Discretion, a high level of tact, and the ability to maintain strict confidentiality—especially concerning health and personal matters of the family.