Senior personal assistant

Senior Personal Assistant for VIP Principals in VeniceLocation: Venice, Italy (with regular travel across Europe and the Caribbean)Contract: Full-time, permanent, Italian employment contractSalary: €60,000 to €80,000 gross p. A., D. O. E.
Start Date: As soon as possibleRelocation: Relocation support will be discussed for the right candidate Key

Requirements:
Must-Haves 5+ years' experience supporting UHNW individuals, 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, travel logistics, and sensitive information with impeccable discretion. Strong proficiency in Google Workspace, digital filing systems, spreadsheets, and basic bookkeeping. Valid driver's licence and confident driving in Europe. Ability to travel regularly, sometimes on short notice.

Not a 24/7 role physically, but requires a flexible, travel-ready mentality. A professional approach marked by emotional intelligence, warmth, and impeccable discretion. Experience supervising household staff, vendors, and contractors. A career PA with a genuine passion for the role, not someone seeking to transition into an executive or strategic position. Strong Advantage Deep understanding of Italian culture, bureaucracy, and municipal processes. International experience. Italian nationals with experience abroad who are looking to return to Italy are particularly encouraged to apply.

Preferred

Background Certification or practical experience in property administration, hospitality management, or bookkeeping. 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. Why This Role?

Work at the heart of a dynamic, international private world spanning art, culture, philanthropy, and luxury lifestyle. Be based in one of the most beautiful cities in the world, with regular travel across Europe and the Caribbean. Join a forward-thinking family office ecosystem with long-term career prospects and professional development. Gain exposure to global networks across art, culture, and environmental philanthropy. Competitive compensation package with relocation support for the right candidate.

Key Responsibilities

Calendar and Scheduling Management Oversee complex calendars for multiple family members. Anticipate conflicts, coordinate personal, professional, and foundation-related engagements, and ensure timely preparation for all commitments. Family Office Liaison Serve as the bridge between the Principal and the family office on all financial and legal matters. Foundation Support Attend foundation meetings and events alongside the Principal to take minutes and create follow-up actions.

Coordinate communication flow between foundation stakeholders, manage travel logistics for Madrid-based events, and support donor and partner relationship coordination. Multi-Property Coordination Manage vendor relations, maintenance schedules, and service providers across multiple residences. Supervise household inventories, utilities, upkeep, and ensure continuity of service standards across all properties. Household Staff Oversight Act as the central point of coordination between household staff and the Principal.

Supervise housekeeping staff at the various residences: tasks, duty schedules,

working hours
, expenses, and performance. Travel Coordination Work closely with travel agents and third-party providers to organise flights, private transfers, accommodations, visas, and itineraries. Prepare travel packages and manage on-trip adjustments in real time. Bookkeeping and Financial Assistance Track household expenses, prepare monthly reconciliations, oversee petty cash, liaise with accountants, and ensure timely payment of invoices and insurance renewals.

Healthcare Coordination Organise medical appointments, coordinate health insurance matters, arrange follow-ups and preventive check-ups, and handle medical travel or emergency arrangements. Administration and Documentation Maintain updated health and vaccination records, digital filing systems, insurance documents, legal and administrative paperwork, and confidential family archives. The ideal candidate is methodical, highly organised, and ensures everything is filed and easily accessible.

Lifestyle Support Handle shopping, gifting, event RSVPs, online orders, restaurant bookings, wellness appointments, and ad ho