Executive Assistant

Salary  negotiable  

This role is  in St Lawrence

Key Responsibilities:

Personal for Family:

• Book Travel Flights / Hotel / Car Transfers

• Arrange key events including transport / hotels and send out guest invites, food orders, specific requirements etc for Shoots / Ascot and private events

• Ensure all assets including Property buildings and contents, art, sculptures and vehicles are fully insured and liaise with insurance company on this

• Annual GDPR registrations with JOIC, Submit Annual confirmation Statements

• Ensure rates information provided and deal with the Parish Hall accordingly

• Obtain Dog licences annually.

• Arrange medical appointments and ensure all documentation is received and filed accordingly

• Diary Management

• Monitor annual UK Night Count

• Liaise with housekeeper for the House in Portugal and assist with any issues or funding requests

• Personal Tax obtain key information and documentation that is required and be the point of contact with both the Jersey and UK tax advisors to ensure they have all relevant information and documentation and to ensure the returns are correct and submitted on time

General:

• Review and input invoices, log once paid and file

• Review and input bank statements

• Reconcile monthly bank statements against invoices

• Ensure all asset schedules are maintained

• Order general supplies i.e. water, cat food, cleaning products

• Liaise and arrange for general upkeep of the Estate ie window cleaner, carpet cleaner, car valet-er to visit

• Arrange services on the vehicles as and when required

• Liaise with the Security for the Estate and arrange regular visits to maintain the alarms etc

• Deal with the Petty Cash and reconcile monthly and pay part time domestic staff

• Attend and take notes for team meetings and ensure follow ups are circulated and actioned accordingly

HR:

• Work with the head gardener and household staff on any urgent matters and review and reconcile their monthly spend

• Assist with the employment of new staff, liaise with employment agencies, draft employment contracts, obtain onboarding documentation and update payroll

• Monitor and log all employee sickness and provide payroll with all relevant figures and employee information on a monthly basis

• Monitor employee holidays, ensure forms completed and the family are aware and there is sufficient cover

Business Related:

• Liaise with lawyers and tax advisors for each Company

• Forward all tax information for the quarterly VAT return information and review associated returns for completeness

• Review quarterly rent schedules and liaise with the property agents

• Review asset valuation and note any anomalies, reconcile, input and file

• Ensure all records for each Company are up to date and complete

• Have general awareness of tax requirements, company and compliance reporting and documentation requirements and be able to deal with the respective contacts.