We are seeking a highly experienced, discreet, and proactive Executive Personal Assistant to provide comprehensive support to the executive office overseeing a diverse portfolio of companies. These interests span the manufacturing, marketing, and distribution of hygiene products across retail and business-to-business channels, as well as local and international property investments. This role requires a trusted confidant who can manage complex administrative, financial, and personal responsibilities with absolute professionalism and confidentiality, enabling the executive to focus on strategic and growth initiatives. Key Responsibilities: Property Portfolio Management Review, proofread, and coordinate property-related contracts (local and international), identifying risks and preparing documentation for final execution. Maintain an accurate and up-to-date Property Register, including purchase prices, locations, acquisition dates, developers, legal representatives, and supporting documentation. Monitor progress payments and verify banking details prior to any transfers. Establish and maintain structured digital and physical filing systems for all property and investment records. Trust & Structure Administration (Advantageous) Assist with the administration of local and offshore trusts, including coordination of documentation, record-keeping, and correspondence. Liaise with professional advisors (trustees, attorneys, accountants, and fiduciary service providers) as required. Support the executive by tracking key trust-related documents, deadlines, and reporting requirements. Note: Deep technical trust expertise is not required; practical exposure and familiarity with trust structures will be advantageous. Personal & Family Income Tax Support Collect, maintain, and organize all documentation required for personal income tax submissions. Prepare documentation packs for tax filings and reviews. Liaise with tax consultants to resolve queries, discrepancies, or follow-ups efficiently. Executive & Schedule Management Manage the executive’s business and personal diary, travel schedules, and appointments. Anticipate scheduling conflicts and proactively implement solutions. Travel Coordination Arrange all domestic and international travel, including flights, accommodation, visas, and itineraries. Communication & Stakeholder Liaison Screen and prioritize meeting requests and correspondence. Draft professional correspondence and prepare briefing materials. Coordinate with internal teams, external stakeholders, professional advisors, and family members. Follow up on action items and expedite deliverables across the business. Event & Meeting Management Coordinate board meetings, corporate events, family gatherings, and philanthropic initiatives. Manage logistics, vendors, budgets, and timelines to ensure seamless execution. Personal & Lifestyle Support Provide personal assistance, including household administration, gift procurement, and coordination of personal appointments (e.g., medical and wellness). Confidentiality & Discretion Maintain absolute confidentiality in all matters, adhering strictly to non-disclosure agreements and ethical standards. Ad Hoc & Special Projects Handle urgent or unforeseen requests calmly and effectively, including special projects and crisis management. Qualifications & Experience: Relevant qualification or extensive experience in Law, Finance, Accounting, Property Law, Governance, or a related field. Minimum 8 years’ experience in a senior support role such as Executive Assistant, Legal PA, Family Office Administrator, or Office Manager. Proven experience managing contracts, financial documentation, and property transactions. Exposure to local and offshore trust administration will be advantageous, though full professional trust expertise is not required. Advanced proficiency in the Microsoft Office Suite. Exceptional organizational, multitasking, and problem-solving skills, with the ability to perform under pressure. Excellent written and verbal communication skills with strong attention to detail. High emotional intelligence with the ability to build trust quickly. Flexible availability, including evenings or weekends when required. Additional Requirements: Valid passport and driver’s license. Willingness to undergo background checks and provide references. Fluency in English. What We Offer: Competitive remuneration package with performance-based incentives. Retirement and risk benefit coverage. A professional, supportive, and highly confidential working environment. Long-term career stability for the right candidate. Ideal Candidate Profile: This role is best suited to a mature, highly professional individual with experience supporting senior executives or high-net-worth individuals within environments such as law firms, banks, accounting practices, family offices, or private enterprises. The successful candidate will value long-term commitment, discretion, and a trusted working relationship.
