Executive Admin Assistant – (Hybrid)

Our client, a single family office with investments across multiple operating companies and sectors, is seeking a highly organised, detail-driven Administrative Assistant with strong Executive Assistant experience. The portfolio continues to grow, and this role is critical in ensuring structure, accuracy, and follow-through across documents, records, and task tracking.

This is not a traditional clerical role. You will be expected to design, implement, and continuously improve systems that ensure all documents, statutory obligations, contracts, and internal action items are properly tracked and never missed. The ideal candidate thrives in hybrid and remote working environments, is highly process-oriented, and is comfortable leveraging AI-enabled tools to work smarter and more efficiently.

If you enjoy creating order out of complexity and take pride in precision and reliability, this role is an excellent fit.

Key Responsibilities

Document Management & Filing

• Design, implement, and maintain a centralised digital filing system across all portfolio companies.

• Ensure accurate document classification, naming conventions, version control, and access management.

• Manage and track critical documents, including:

  • Corporate and statutory records

  • Shareholder agreements

  • Contracts and addenda

  • Regulatory and compliance filings

  • Board, investor, and governance documentation

• Proactively identify missing, outdated, or non-compliant documentation and close gaps promptly.

Task Tracking & Portfolio Coordination

• Build and manage task-tracking systems across multiple companies, stakeholders, and advisors.

• Track deadlines, recurring obligations, and follow-ups with absolute accuracy and reliability.

• Provide clear visibility and regular status updates to the family office lead.

• Coordinate inputs from executives, legal advisors, auditors, and service providers to ensure timely completion of tasks.

Systems & Process Development

• Design scalable workflows using Microsoft 365, Google Workspace, and task management tools.

• Leverage AI tools to support document indexing, summarisation, deadline tracking, and workflow automation.

• Continuously refine systems and processes to improve efficiency, clarity, and operational control as the portfolio grows.

Candidate Profile

Must-Have Attributes

• Exceptionally detail-oriented with a strong sense of ownership and accountability.

• A natural systems thinker who enjoys designing and improving processes.

• Highly reliable, proactive, and able to anticipate issues before they arise.

• Comfortable managing multiple companies, document types, and deadlines simultaneously.

• Curious, adaptable, and enthusiastic about using AI-assisted tools to enhance productivity.

Technical Requirements

• Advanced proficiency in Microsoft Office (Excel, Word, Outlook, SharePoint).

• Advanced proficiency in Google Workspace (Drive, Docs, Sheets, Calendar).

• Strong experience with digital document management systems.

• Familiarity with task and workflow management tools such as Planner, Asana, Notion, ClickUp, or Monday.com.

• Willingness and ability to learn and deploy AI tools for workflow optimisation.

Experience

• Minimum of three (3) years’ experience in roles involving document control, operations, compliance, or portfolio coordination.

• Prior experience as an Executive Assistant or in a hybrid/remote work environment is essential.

• Experience working with multiple entities, subsidiaries, or portfolio companies is a strong advantage.

• Exposure to family offices, investment firms, professional services, or high-growth environments is preferred.

What’s on Offer

• A high-trust, high-impact role working directly with the family office principal.

• Opportunity to design systems from the ground up rather than maintain legacy processes.

• Exposure to a diverse portfolio of businesses across multiple industries.

• A modern, flexible role that values precision, intelligence, innovation, and accountability.

• Competitive compensation aligned with experience and demonstrated capability.