Executive Assistant – UHNW Property Portfolio

Job description

Executive Assistant – UHNW Property Portfolio Oversight

London | Private Family Office

The Opportunity

A prestigious London-based Family Office is seeking an exceptional Executive Assistant to support the Executive Office of a UHNW Principal, with primary responsibility for oversight and coordination of a UHNW property portfolio.

This is a senior, high-trust appointment requiring a commercially astute, highly organised and discreet professional who can seamlessly integrate traditional executive support with hands-on operational oversight of multiple private residences.

The successful candidate will act as the central coordinating authority across properties, household teams, managing agents, contractors and professional advisors — ensuring the portfolio operates to the highest standards at all times.

Key Responsibilities

Executive Office Support

• Provide senior-level executive support to the Principal(s) and Executive Office.
• Act as a trusted right hand, managing priorities, tracking actions and ensuring follow-through across all property-related matters.
• Prepare detailed reports, briefing papers and portfolio updates.
• Coordinate meetings with managing agents, contractors, advisors and household leadership teams.
• Maintain absolute discretion and confidentiality at all times.

Property Portfolio Oversight

• Oversee the administration and coordination of multiple UK and international residences.
• Serve as the primary liaison between the family, estate managers, household staff, managing agents and external contractors.
• Ensure all properties are maintained and presented to exceptional standards, ready for occupation at short notice.
• Maintain oversight of service contracts, warranties, insurance policies and asset registers.
• Monitor block management companies and managing agents to ensure agreed service levels are delivered.

Maintenance & Capital Projects

• Coordinate planned and reactive maintenance programmes across the portfolio.
• Track refurbishments, improvement works and capital projects from instruction through to completion.
• Obtain and assess contractor quotations; monitor costs and budget alignment in coordination with the Executive Office.
• Arrange inspections and ensure timely resolution of follow-up actions.
• Maintain meticulous documentation relating to works, compliance and servicing.

Tenancies & Stakeholder Management

• Liaise with managing agents regarding ASTs, renewals and tenant negotiations.
• Represent the family in dealings with block management companies, freeholders and local stakeholders.
• Monitor agent performance and escalate issues where required.

Compliance & Governance

• Maintain oversight of landlord compliance obligations, including health & safety, fire safety and statutory servicing.
• Coordinate risk assessments and inspections.
• Ensure all properties meet regulatory requirements, with organised and up-to-date documentation maintained centrally.

Financial Oversight & Reporting

• Track property-related expenditure and contractor payments in coordination with the finance team.
• Assist with maintenance and capital expenditure budgeting and forecasting.
• Produce structured portfolio summaries and performance updates for the Executive Office.
• Identify and implement system and process improvements across the portfolio.

Candidate Specification

• Ideally degree-educated, with a strong academic background.
• Demonstrable experience within a UHNW, HNW or Family Office environment.
• Prior exposure to residential property administration, property management, estate coordination or asset oversight within a private or HNW setting is highly desirable.
• Strong understanding of UK residential property processes and landlord compliance obligations.
• Commercially aware, financially literate and confident reviewing budgets, invoices and contractor proposals.
• Highly organised with exceptional attention to detail and strong documentation discipline.
• Discreet, emotionally intelligent and accustomed to handling confidential information.
• Confident liaising with senior advisors, managing agents, contractors and household teams.
• Able to manage multiple concurrent projects while maintaining calm and precision under pressure.

Extra information

Status

Open

Education Level

Secondary School

Location

London Area

Type of Contract

Full-time jobs

Published at

09-03-2026

Full UK/EU driving license preferred

No

Car Preferred

No

Must be eligible to work in the EU

No

Cover Letter Required

No

Languages

English