Our Client is an International Family office Group of companies and they are looking for an Personal Assistant to Principal to be located full time onsite at their offices in Limassol.
Position Overview :
- We are looking for a A mature, highly organised, discreet and proactive PA who can independently manage the Principal's personal, travel, property and administrative affairs, communicate confidently in English/Russian/Greek, and make sure things actually get done.
About the Role:
- A private family office in Limassol is seeking a highly organised, discreet and proactive Personal Assistant to provide comprehensive support to the Principal and family.
- This trusted and varied position combines personal assistance, lifestyle management, family-office administration and office coordination. The successful candidate will be comfortable managing multiple priorities, handling sensitive and confidential matters, and coordinating effectively with professional advisers, suppliers, contractors and service providers.
- The PA will be expected to take ownership of tasks, anticipate requirements, follow matters through to completion and resolve day-to-day issues independently, while exercising sound judgment regarding matters requiring the Principal's involvement or approval.
Key Responsibilities:
- Personal & Family Support
- Provide comprehensive day-to-day personal assistance to the Principal and, where required, family members.
- Manage appointments, reservations, personal commitments and schedules.
- Handle personal requests, purchases, deliveries and other day-to-day requirements.
- Conduct research, compare options and provide clear, concise recommendations for purchases, services and other requirements.
- Maintain an effective system for tracking requests, priorities, deadlines and follow-ups.
- Anticipate upcoming requirements and provide proactive reminders.
- Handle ad hoc requests efficiently, professionally and with appropriate discretion.
- Travel & Lifestyle Management
- Organise private and business travel from end to end, including flights, accommodation, transfers and detailed itineraries.
- Coordinate visa requirements and associated documentation where required.
- Arrange restaurants, appointments, events and other reservations.
- Research and recommend suitable travel and lifestyle options based on the Principal's preferences.
- Manage last-minute changes, cancellations and urgent travel requirements calmly and efficiently.
- Coordinate private events and family arrangements where necessary.
- Properties, Household & Suppliers
- Assist with the smooth day-to-day administration of private properties.
- Coordinate suppliers, contractors and service providers.
- Liaise with household staff as required.
- Arrange and monitor maintenance, repairs, deliveries and other property-related requirements.
- Obtain and compare quotations and recommendations from suppliers.
- Follow up to ensure agreed works and services are completed correctly and on time.
- Maintain organised records relating to properties, suppliers, insurance, maintenance and other household matters.
- Develop and maintain a reliable network of trusted service providers.
- Office Administration & Building Management
- Manage the day-to-day administration and smooth operation of the family office.
- Maintain office supplies, equipment and general office requirements.
- Coordinate office maintenance, repairs, cleaning and other office services.
- Act as the primary point of contact with the building management company on day-to-day operational matters.
- Liaise with building management regarding maintenance, repairs, access, parking, security and other building-related matters.
- Coordinate external contractors and service providers attending the office and ensure agreed works are completed satisfactorily.
- Monitor and follow up on outstanding office and building maintenance issues through to resolution.
- Maintain organised records of relevant contracts, invoices, service providers and building-related correspondence.
- Assist with office access arrangements for visitors, contractors and service providers where required.
- Handle general office administration to ensure an efficient, professional and well-organised working environment.
- Financial & Administrative Support
- Process and organise invoices and maintain accurate expense records.
- Prepare expense summaries and supporting documentation where required.
- Assist with bill payments and payment administration in accordance with appropriate authorisation procedures.
- Check invoices and supporting information for accuracy before processing.
- Maintain accurate administrative and financial records.
- Liaise with accountants, lawyers, banks, insurers and other professional advisers as required.
- Organise and maintain confidential personal and family-office documentation.
- Maintain effective electronic and physical filing systems.
- Track important renewals, payments and administrative deadlines.
- Ensure sensitive information and documentation are handled with the highest level of confidentiality.
Candidate Profile:
- Previous experience as a Personal Assistant, Executive Assistant or Family Assistant, preferably supporting an HNWI/UHNWI, entrepreneur, private individual or family office.
- Excellent organisational and time-management skills, with exceptional attention to detail and accuracy.
- A proactive, practical and solution-oriented approach.
- Ability to manage multiple priorities simultaneously and remain calm under pressure.
- Ability to work independently without requiring detailed instructions for every task.
- Strong judgment and an understanding of when to act independently and when to seek approval.
- Strong interpersonal and written and verbal communication skills.
- Confidence dealing with professional advisers, senior executives, suppliers, contractors and service providers.
- Ability to negotiate and coordinate effectively with third parties.
- Strong research and problem-solving skills.
- High emotional intelligence, flexibility and service orientation.
- Absolute discretion, integrity and respect for confidentiality.
- Language Requirements:
- Professional working proficiency in English, Russian and Greek is required.
- The successful candidate should be confident communicating verbally and in writing and comfortable dealing with correspondence, professional advisers, contractors, suppliers and local service providers in the appropriate language.
- Personal Qualities:
- Discreet and trustworthy.
- Highly organised and detail-oriented.
- Proactive rather than reactive.
- Calm and effective under pressure.
- Resourceful, practical and hands-on.
- Responsible and dependable.
- Professional in appearance and communication.
- Comfortable operating in a high-expectation environment.
- Able to anticipate needs rather than simply follow instructions.
- Flexible when priorities change.
- Persistent in following matters through to completion.
- Comfortable taking ownership and responsibility.
- Service-oriented while maintaining sound professional judgment.
Working Arrangements:
- The position is based in Limassol, Cyprus and is a full-time role.
- Normal working arrangements will apply, although the nature of a private family office requires a reasonable degree of flexibility.
- The successful candidate should therefore be comfortable handling occasional urgent matters outside normal business hours.
What We Offer:
- Competitive salary of EUR 2,800-EUR 3,500 gross per month, depending on experience and suitability.
- A long-term position within a professional private family-office environment.
- A varied and responsible role with a high level of trust and autonomy.
- Direct interaction with the Principal.
- The opportunity to take genuine ownership of personal, administrative and operational matters.
- A professional working environment in Limassol.
Application Requirements:
- Candidates should submit a CV together with a brief introduction outlining:
- Relevant PA, EA or family-office experience.
- Experience supporting private individuals, entrepreneurs or HNWI/UHNWI families.
- Proficiency in English, Russian and Greek.
- Current location and right to work in Cyprus.
- Driving licence status.
- Current availability and potential start date.
- Salary expectations.
To apply:
Please send your CV to StaffMatters at admin@smstaffmatters.com and mention that you are applying for the vacancy of Personal Assistant to Principal - Reputable International Family Office with reference number 4522.
Or you can apply directly through your candidate login by hitting the APPLY button.
