Senior Personal Assistant

Senior Personal Assistant – UHNW Family Office & Foundations
Location / Type
Full‑time, Italy‑based, preferred Venice or ready to move to Venice, with regular travel across Europe and the Caribbean.

About the role and the opportunity
A Venice‑based international family with multiple residences, an active family office, and renowned international cultural and environmental foundations is seeking an exceptional and experienced Senior Personal Assistant. This is not a traditional PA role. It is a high‑trust, high‑responsibility position at the center of a sophisticated private ecosystem spanning Europe and the Caribbean. We are seeking a seasoned professional who operates with absolute discretion, anticipates needs before they arise, and brings structure and clarity to complex personal and professional landscapes.

Key Responsibilities

Calendar & Scheduling Management:
Oversee complex calendars for multiple family members; anticipate conflicts; coordinate personal, professional, and foundation‑related engagements; ensure timely preparation for all commitments.

Family Office Liaison:
Act as the primary point of coordination with the family office—review reports, track administrative deadlines, prepare summaries, assist with payments and household payroll documentation.

Foundation Support:
Assist with board preparation (briefing material, pre‑reads, minutes), communication flow, travel to Madrid events, and donor/partner relationship logistics.

Multi‑Property Coordination:
Manage vendor relations, maintenance schedules, and service providers for European and Caribbean residences; supervise household inventories, utilities, and upkeep.

Household Management:
Oversee housekeeper scheduling, hours, expenses, and performance; ensure standards of cleanliness, presentation, and hospitality across all residences.

Travel Coordination:
Work closely with travel agents to organize flights, private transfers, accommodations, visas, and itineraries; prepare travel packages and manage on‑trip adjustments in real time.

Bookkeeping & Financial Assistance:
Track household expenses, prepare monthly reconciliations, oversee petty cash, liaise with accountants, and ensure timely payment of invoices and insurance renewals.

Family Healthcare Coordination:
Organizing medical appointments, coordinating health insurance matters, arranging follow‑ups and preventive check‑ups, handling medical travel or emergency arrangements.

Administration & Documentation:
Maintain updated health and vaccination records, digital filing systems, insurance documents, legal/administrative paperwork, and confidential family archives.

Lifestyle Support:
Handle shopping, gifting, event RSVPs, online orders, restaurant bookings, wellness appointments, and ad hoc errands with discretion and autonomy.

Communications:
Draft and coordinate personal communications, liaise with staff across residences, and ensure smooth information flow between family, foundation, and office teams.

Vehicle & Asset Management:
Maintain car service schedules, registrations, and insurance; coordinate contractors for property repairs, installations, and technology updates.

Requirements (Must‑Haves)
5+ years’ experience supporting UHNW families, family offices, or multi‑residence households in Europe. Bilingual proficiency in English and Italian, with full command of both verbal and written communication, strong advantage for French and Spanish. Proven ability to manage highly complex calendars, logistics, and sensitive information. Strong proficiency in Google Workspace, digital filing systems, spreadsheets, and basic bookkeeping. Valid driver’s license and confident driving in Europe.

Ability to travel regularly, sometimes on short notice. A professional approach marked by emotional intelligence, warmth, and impeccable discretion. Experience supervising household staff, vendors, or contractors.

Preferred Skills
Certification or practical experience in bookkeeping, property administration, or hospitality management.

Background in multi‑property oversight, yachting support, or complex travel logistics. Experience in philanthropic or cultural environments (museums, foundations, art institutions). Knowledge of insurance administration, car fleet management, and international medical documentation. Familiarity with Caribbean or Southern European service cultures.

What We Offer
A dynamic, varied role covering family, cultural, and international property contexts. The opportunity to work within a forward‑thinking family office and international foundation ecosystem. A supportive and collaborative work environment with long‑term prospects. Competitive compensation package aligned with UHNW private service benchmarks. Professional development opportunities and exposure to global networks across art, culture, and environmental fields.

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