Executive Assistant - HNWI

Job Description

Role Overview:

This role requires a highly experienced individual with a strong background in handling UHNWIs, VIPs, and executives, preferably from the aviation, hospitality, or luxury industries.

This is a six-day workweek position, requiring flexibility and availability to accommodate the UHNWI's dynamic schedule. Additionally, the Executive Assistant will oversee and coordinate the household staff, ensuring alignment with the UHNWI's preferences and day-to-day requirements.

The ideal candidate must demonstrate discretion, exceptional organizational skills, and the ability to handle high-pressure environments with grace and diplomacy.

Key Responsibilities:

Executive Support & Office Management:

• Act as the primary point of contact for the UHNWI, managing schedules, meetings, and correspondence with VVIPs, government officials, and high-profile clients.
• Oversee and coordinate the UHNWI's daily itinerary, travel, and engagements, ensuring confidentiality and precision.
• Prepare reports, briefing notes, and presentations for business and personal meetings.
• Liaise with senior executives, board members, and key stakeholders on behalf of the UHNWI.
• Handle sensitive business and personal matters with discretion, professionalism, and confidentiality.
• Supervise office staff and oversee the household staff, ensuring smooth operations, efficiency, and service excellence.

Travel & Logistics Management:

• Plan and coordinate complex global and regional travel itineraries, including private jets, first-class commercial flights, luxury accommodations, and security arrangements.
• Ensure all travel plans meet the UHNWI's preferences, including VIP airport services, chauffeur arrangements, and customized experiences.
• Manage visas, documentation, and diplomatic protocols as required for international travel.

Personal Assistance, Household & Lifestyle Management:

• Oversee personal commitments, luxury asset management (vehicles, yachts, properties), and social engagements.
• Coordinate household staff to ensure that all personal and domestic affairs run seamlessly in alignment with the UHNWI's expectations.
• Manage high-end event planning, private functions, and exclusive reservations at premium venues.
• Handle high-value purchases, gifting, and concierge services, ensuring top-tier quality and service.
• Maintain discretion in handling sensitive personal and family matters.

Communication & Representation:

• Serve as a gatekeeper for the UHNWI, filtering and managing incoming requests and communications.
• Represent the UHNWI in meetings, negotiations, and high-profile engagements when required.
• Draft and manage high-level correspondence, speeches, and business documents.

Qualifications & Experience:

• Minimum 10+ years of experience as an Executive Assistant or Personal Assistant to UHNWIs, VVIPs, or C-suite executives.
• Industry experience in luxury sectors, aviation, hospitality, or HNWI family offices is highly preferred.
• Fluency in English is required; proficiency in Arabic, French, or other languages is an advantage.
• Experience handling private aviation, luxury travel, and VIP concierge services.
• Strong organizational, multitasking, and problem-solving skills with a proactive mindset.
• Exceptional interpersonal skills, with the ability to liaise with dignitaries, business leaders, and VIP clientele.
• Discretion, integrity, and confidentiality in handling high-level business and personal affairs.
• Tech-savvy, with proficiency in MS Office, scheduling tools, and communication platforms.

Key Competencies & Attributes:

• High Emotional Intelligence (EQ): Ability to navigate complex personal and professional relationships with tact and diplomacy.
• Cultural Sensitivity: Awareness of and respect for different cultural norms and etiquette, particularly in Middle Eastern, European, and Asian business environments.
• Luxury & Hospitality Mindset: Strong understanding of luxury service standards, VIP expectations, and premium hospitality.
• Crisis Management & Problem-Solving: Ability to anticipate and resolve issues proactively, ensuring smooth operations at all times.
• 24/7 Availability & Flexibility: Willingness to be on call and adapt to last-minute changes in a fast-paced environment.