Overview
Oplu is retained on the appointment of a Senior Personal Assistant to an international couple based in Venice.
This is not a traditional PA role. It is a high-trust, high-responsibility position at the centre of a sophisticated private ecosystem spanning multiple residences across Europe and the Caribbean, an active family office, and a renowned international cultural and environmental foundation. The Principal is a well-established titled figure in the international art world, a curator and patron, with foundation activity across Europe.
Whether your background is as a Senior Personal Assistant, Private PA, Family Office PA, or UHNW Personal Assistant, this is one of the most considered private PA appointments in Europe this year.
The Opportunity
This is an execution-led, operationally focused role. The family is seeking a seasoned career PA who operates with absolute discretion, anticipates needs before they arise, and brings structure, warmth, and clarity to a complex personal and professional landscape.
The ideal candidate is a solutions-oriented problem solver with a hands-on mentality, exceptional emotional intelligence, and a down-to-earth personality. This is a career PA appointment, not a stepping stone to an executive or strategic position.
Key Responsibilities
Calendar & Scheduling Management
- Oversee complex calendars for multiple family members.
- Anticipate conflicts and coordinate personal, professional, and foundation-related engagements.
- 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. Take minutes and produce follow-up actions.
- Coordinate communication flow between foundation stakeholders.
- Manage travel logistics for Madrid-based foundation events.
- Support donor and partner relationship coordination.
Multi-Property Coordination
- Manage vendor relations, maintenance schedules, and service providers across multiple residences.
- Supervise household inventories, utilities, and upkeep.
- 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 across the residences: tasks, duty schedules, working hours, expenses, and performance.
Travel Coordination
- Work closely with travel agents and third-party providers on flights, private transfers, accommodation, visas, and itineraries.
- Prepare travel packages and manage on-trip adjustments in real time.
Bookkeeping & Financial Assistance
- Track household expenses and prepare monthly reconciliations.
- Oversee petty cash and liaise with accountants.
- Ensure timely payment of invoices and insurance renewals.
Healthcare Coordination
- Organise medical appointments and coordinate health insurance matters.
- Arrange follow-ups, preventive check-ups, and any medical travel or emergency arrangements.
Administration & Documentation
- Maintain updated health and vaccination records, digital filing systems, insurance documents, legal and administrative paperwork, and confidential family archives.
- Methodical, highly organised, and able to ensure everything is filed and easily accessible.
Lifestyle Support
- Handle shopping, gifting, event RSVPs, online orders, restaurant bookings, wellness appointments, and ad hoc errands with discretion and autonomy.
- Build and maintain relationships with local lifestyle concierge services in Venice and other locations.
Communications & Relationship Management
- Draft and coordinate personal communications.
- Liaise across family, foundation, and office teams to ensure smooth information flow.
- Build and maintain strong relationships at every level, from household staff to foundation partners and vendors.
Vehicle & Asset Management
- Maintain car service schedules, registrations, and insurance.
- Coordinate contractors for property repairs, installations, and technology updates.
Requirements
Must-Have
- 5+ years 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. French and Spanish a strong advantage.
- 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.
- 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.
- Exposure to global networks across art, culture, and environmental philanthropy.
- €85,000 gross p.a. compensation (D.o.E.), with relocation support discussed for the right candidate.
About Oplu
Oplu is the executive search partner of choice for principals, family offices, and luxury brands. We place senior household, right-hand, and family office appointments with the discretion and rigour these environments demand. This search is conducted on a retained basis.
Application Process
Due to the high volume of applications we receive, we are only able to contact candidates who are successfully shortlisted. If you have not heard from us within 14 days of submitting your application, please assume that you have not been successful on this occasion.
