Chief of Staff | Richmond

£70,000 to £90,000 (DOE)

 

The Private Office of a prominent media owner are seeking to recruit a Chief of Staff to operate as a right-hand to the Principal. You will work closely with the Principal on all matters relating to his personal life. You will take on the management of all functions of the Private Office and oversight of four substantial properties located in the UK and Italy, and the household staff associated with them. Taking responsibility for the personal and professional duties of a prominent individual, you will thrive in a fast paced, professional environment. Flexing your seasoned business skills, you will assist the Principal with his personal financial management. You will act as his representative to senior stakeholders in his businesses and high-level contacts in the media, arts and political world. Using your management skills, you will ensure the efficient operation of all key processes within the organisation including HR matters, property management and events management. Demonstrating your administrative skills, you will directly manage the Principal’s personal world – his contacts, diary and complex logistics including all private charter travel arrangements for him and his team. You will be responsible for the contracts, policies and briefings written by the Private Office. You will love organizing both paper and process without time restriction. As an excellent communicator, with strong management and influence skills, you will display professionalism and efficiency in representing both the Principal and their Private Office.

JOB REFERENCE

#6785

SALARY

£70,000 to £90,000 (DOE)

CURRENCY

GBP

LOCATION

Kensington and Richmond

POSITION

Chief of Staff

ACCOMMODATION OFFERED

Yes

LOOKING FOR COUPLE

Yes

TYPE OF HOUSEHOLD

Professional / Philanthropist, Formal Household

EXPERIENCE

10 - 15 years

LANGUAGE

English

DRIVING LICENCE

Yes

PREFER NON SMOKER

Yes

VALID DBS

Yes

Roles and Responsibilities

Process Management:

  • Oversight of all key processes across households and household staff
  • Managing all travel arrangements for the Principal and the wider staff team including private jet charters, private helicopter charters, commercial flights, vehicles, hotels and other rental accommodation. This will involve a complex logistical operation at least once a fortnight often at the last minute and sometimes over weekends
  • Diary management for the Principal including keeping a log of all invitations received and all possible future meetings and events. Managing all official correspondence received by and sent from the Private Office
  • Management of the Principal’s art collection - buying, selling, installation, maintenance, insurance and database cataloguing
  • Responsible for the database of all contacts relating to the Principal and the Private Office. Working to develop new high-level connections in media, business, politics and the arts
  • Management of relationships with travel suppliers including private jet / helicopter brokers, private jet / helicopter operators, luxury accommodation and high-end travel agents
  • Submission of a weekly report to the Principal containing a summary of all ongoing projects across the organisation. Submission of a daily update to the Principal
  • Ensure that staff who submit a weekly report to the Principal do so on time. Staff reports should be read by the Chief of Staff
  • Working with the philanthropy and media advisors in the Private Office to ensure that the Principal receives the correct briefings at the right time
  • Working with the security team to ensure the Principal, the properties, the staff and IT systems are suitably protected, and security systems are well managed at all times

 

Financial and Business Management:

  • Director of Private Office holding company
  • Oversight of all financial activity across the Private Office and households
  • Management of an accountant to deliver payroll, monthly ledger of supplier payments, property rental payments, personal financial accounts for the Principal and staff expenses
  • Management of all contracts and confidentiality agreements with third party suppliers
  • Oversight of insurance policies including property, artwork, travel and personal insurance
  • Weekly audit of the Principal’s personal accounts
  • Liaising with account managers at private banks and financial service providers.
  • Stakeholder engagement, representing the interests of the Principal within their businesses and interacting with senior executives on their behalf

 

Properties:

  • Working with a property manager to oversee the running of two properties in the UK and two properties in Italy
  • Managing lease hold contracts for rented properties
  • Ensuring a weekly grid report of ongoing maintenance projects at each property is produced by staff and sent to the Principal
  • Oversight of major project work in conjunction with staff at each property
  • Assessing new potential properties for ownership and rental on behalf of the Principal

 

People Management:

  • Direct line management of all household staff and an Accountant in the Private Office
  • Oversight of other staffing arrangements across the organisation including third-party contractors
  • Responsibility for the HR function of the organisation in relation to Private Office and household staff – contracts, confidentiality agreements, IT and social media policies, holiday, salaries
  • Overall responsibility for recruitment of new staff to the organisation. Liaising with the property manager in respect to household staffing. Managing relationships with recruitment agencies

 

Events:

  • Coordinating monthly dinners for 20 – 25 guests at the Principal’s properties in London and overseas. Attending to oversee
  • Organising occasional larger events for up to 250 guests involving external catering, production and entertainment companies
  • Careful oversight and management of budgets relating to these events

Entry Requirements

Required Qualifications and Experience:

  • Experience of working for a high-profile individual in a corporate or private setting, with a desire to work in a Private Office
  • Proven success in a high-volume work, shifting priorities, 24-7, international environment
  • Success in managing people and efficiently running operation of all key processes, especially within private household or hospitality setting
  • Financial experience of overseeing budgets, significant assets and complex contracts
  • Advanced proficiency in MS Word, Excel, Power Point, Outlook, Adobe and CRM
  • Experience of coordinating private jet travel, both domestic and international
  • Working from multiple locations, maintaining strong relationships in each location
  • Experience in coordinating large events (c.100+) and inherent logistics
  • Strong written communication skills – speech letter writing and other forms on behalf of a high-profile individual
  • Previous experience of working in an environment where written and numerical reports are expected on a regular basis

Eligibility

Personal Attributes:

  • Excellent communicator, with strong management and influence skills
  • Exemplary attitude towards providing first-class customer service
  • Maintains confidentiality and uses utmost discretion with all matters
  • Comfortable with ever changing plans, priorities and schedules
  • Proactively identifies and resolves problems, making adjustments and recommendations accordingly
  • Remains open to ideas, and seeks to proactively build connections with internal and external partners and stakeholders
  • Strong work ethic, excellent time management
  • Strong negotiation skills
  • Gathers and analyses information skilfully
  • Summarises key information in written reports
  • Ability to establish and maintain superior filing and tracking systems
  • Free and available to travel at short notice

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