The art of the perfect fit

Personal Assistant

Posted: 14.01.2022
Contract Type: Full-time
Job Type: Permanent
Pay: Negotiable
Location: UK
Tenure: Permanent
Job description:

The employer is a busy individual with an active social life and dynamic business and is seeking a Personal Assistant. Highly regarded in the art world, he exhibits and sells museum-quality works of art at some of the world’s most prestigious art fairs. This role is to work for him, not the art business.

The employer and partner lead a busy social life (often crossing over with work), which requires acute attention to detail, including exemplary knowledge of the correct form of address both in person and in writing, alongside careful correspondence with friends and contacts. The utmost discretion is expected with regard to business, personal and clients affairs.

An active member on numerous museum boards and collector groups, as well as an adviser and expert in his field, the employer has a demanding schedule which creates a vast amount of paperwork and communication. This requires careful management and support from a highly organised and responsible PA. The employer requires the successful candidate to anticipate rather than react to his requirements.

Roles & Responsibilities:

General Administration

  • Assist with family and personal matters including, personal correspondence, emails, filing, invitations, travel arrangements and household paperwork.
  • There are two full-time domestic staff who run the house in London whilst some matters concerning the house in the country are managed through London.
  • Monitoring, recording & filing corresponding with HMRC, lawyers, financial advisers etc. as requested. This may include preparation of draft correspondence.
  • Maintain research library, paperwork and archives on various topics; cataloguing both private and business correspondence.
  • Manage email correspondence. This includes monitoring inbox, answering on behalf of the employer subject to draft approval. Keeping a check list of all unanswered emails and ensuring the employer is kept informed, prepared and reminded.
  • Liaise with the Gallery Operations Manager to assist with activities associated with the employer’s private art collection, its records and insurance. This includes maintaining records, arranging and maintaining insurance, liaising with sellers and purchasers, including auction houses, arranging payments, transportation etc.
  • Fielding/handling enquiries as necessary.
  • Keeping the employer up to date on matters arising, ensuring they are informed of meetings, impending deadlines and supplied with relevant paperwork.
  • Managing and updating contact list and databases including keeping ahead of IT issues.
  • Maintaining the calendar to ensure up to date with all appointments, travel and social engagements.
  • Arranging social events, including invitation lists, RSVP contact, flowers, caterers etc.
  • General day-to-day point of contact, opening the post.
  • Helping Directors and the company with any task, as required.

Financial Management 

  • Monitor, remind & file
  • Payment of Bills
  • Banking
  • Expenses
  • Credit Card reconciliation
  • Liaising with Finance Manager and Accountants
  • Insurance
  • Pensions
  • Filing

Household

  • Monitoring and ordering supplies for properties in London and the country
  • Liaising with household staff as required

Other

  • Organise Christmas, birthday and client gifts
  • Coordinate technical support
  • Making social arrangements
  • Travel bookings/ hotel reservations  employer very specific so this is exercising his choices rather than selecting on his behalf

Person Specification

  • 5 years plus experience as a PA/ EA, ideally in the art world
  • Used to working across business and household contexts
  • Able to communicate with stakeholders at all levels internally and externally
  • Excellent written and spoken English
  • Excellent IT skills – word, excel, databases
  • Highly numerate
  • Good driving experience is desirable
  • Supportive part of the team, organised and responsible

 

Office hours are Monday to Friday, 10am to 6pm and weekends by arrangement with days off in lieu in the week.