Executive Assistant And Foundation Manager

Executive Assistant Role Overview We are seeking a highly experienced and discreet Executive Assistant/ Foundation Manager to provide comprehensive support to senior principals within a private organization consisting of a Foundation. This role requires exceptional organisational skills, sound judgment, and the ability to manage both business and personal matters with the utmost confidentiality and professionalism. Key Responsibilities Manage complex and ever-changing calendars for principals, including coordinating meetings across multiple time zones and prioritising competing demands. Oversee end-to-end travel arrangements (business and personal), including detailed itineraries, visa requirements, accommodations, and ground transportation. Act as a trusted gatekeeper and liaison between the principals and internal/external stakeholders, ensuring efficient communication and follow-through. Prepare, review, and manage correspondence, presentations, reports, and sensitive documents with a high degree of accuracy and discretion. Coordinate and support meetings, including agenda preparation, minute-taking, and tracking of key action items. Handle expense management, bill payments, and basic administrative oversight for both corporate and personal matters. Maintain well-structured filing systems and ensure proper documentation and record-keeping across all areas. Support the administration of the office’s Foundation, including coordination of the bursary cycle and related communications. Assist with project management across investments, properties, and other family office activities, ensuring timelines and deliverables are met. Manage confidential matters, including legal, financial, and personal information, with absolute discretion. Provide ad hoc support on personal and household matters as required by the principals. Requirements Minimum Diploma in Business Administration or a related field. At least 5–8 years of experience supporting senior executives, preferably within a family office, private office, or similar high-touch environment. Proven ability to operate with a high level of discretion, professionalism, and emotional intelligence. Strong organisational and time management skills, with the ability to anticipate needs and manage competing priorities independently. Excellent written and verbal communication skills, with confidence in interacting with senior stakeholders. Proficient in Microsoft Office Suite; familiarity with expense management, scheduling tools, and digital filing systems is advantageous. Resourceful, proactive, and detail-oriented, with a strong sense of ownership and accountability. Flexible and adaptable, with the ability to respond to changing priorities and out-of-hours requirements when necessary. High level of integrity and trustworthiness in handling sensitive and confidential matters. Preferred Attributes Prior experience supporting high-net-worth individuals or principals. Exposure to investment, legal, or property-related matters. Experience in coordinating philanthropic or foundation-related activities.