Senior Personal Assistant

Senior Personal Assistant for VIP Principals in Venice
Location: Venice, Italy (with regular travel across Europe and the Caribbean)
Contract: Full-time, permanent, Italian employment contract
Salary: €60,000 to €80,000 gross p.A., D.O.E.
Start Date: As soon as possible
Relocation: 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