Job title: Senior Personal Assistant

Job Description

SENIOR PERSONAL ASSISTANT FOR VIP PRINCIPALS IN VENICE

 

  • Location: Venice, Italy (with regular travel across Europe and the Caribbean)
  • Contract: Full-time, permanent, Italian employment contract
  • Salary: €60,000 to €80,000 gross p.a., depending on experience
  • Start Date: As soon as possible
  • Relocation: Relocation support will be discussed for the right candidate

 

THE OPPORTUNITY

A Venice-based international titled couple with multiple residences, an active family office, and a renowned international cultural and environmental foundation is seeking an exceptional and experienced Senior Personal Assistant.

This is not a traditional PA role. It is a high-trust, high-responsibility position at the centre of a sophisticated private ecosystem spanning Europe and the Caribbean. The Principal is a well-established titled individual within the international art world, a curator and patron, with foundation activities extending across Europe.

This is an execution-led and operationally focused role. We are seeking a seasoned career PA who operates with absolute discretion, anticipates needs before they arise, and brings structure, warmth, and clarity to complex personal and professional landscapes. The ideal candidate will be a solutions-oriented problem solver with a hands-on mentality, exceptional emotional intelligence, and a down-to-earth personality.

 

REQUIREMENTS

Must-Haves

  • 5+ years’ experience 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. Strong advantage for French and Spanish.
  • 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.
  • Be 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.
  • Gain exposure to global networks across art, culture, and environmental philanthropy.
  • Competitive compensation package with relocation support for the right candidate.

 

ADDITIONAL INFORMATION

This is an international search. We are open to candidates based in Italy or those willing to relocate. Preferred Italian nationals with international experience who are looking to return. Candidates from the UK, US, Switzerland, and wider Europe are also welcome to apply.

The successful candidate will be employed on an Italian employment contract.

 

KEY RESPONSIBILITIES

Calendar and Scheduling Management

  • Oversee complex calendars for multiple family members.
  • Anticipate conflicts, coordinate personal, professional, and foundation-related engagements, and 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 to take minutes and create follow-up actions.
  • Coordinate communication flow between foundation stakeholders, manage travel logistics for Madrid-based events, and support donor and partner relationship coordination.

Multi-Property Coordination

  • Manage vendor relations, maintenance schedules, and service providers across multiple residences.
  • Supervise household inventories, utilities, upkeep, and 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 at the various residences: tasks, duty schedules, working hours, expenses, and performance.

Travel Coordination

  • Work closely with travel agents and third-party providers to organise flights, private transfers, accommodations, visas, and itineraries.
  • Prepare travel packages and manage on-trip adjustments in real time.

Bookkeeping and Financial Assistance

  • Track household expenses, prepare monthly reconciliations, oversee petty cash, liaise with accountants, and ensure timely payment of invoices and insurance renewals.

Healthcare Coordination

  • Organise medical appointments, coordinate health insurance matters, arrange follow-ups and preventive check-ups, and handle medical travel or emergency arrangements.

Administration and Documentation

  • Maintain updated health and vaccination records, digital filing systems, insurance documents, legal and administrative paperwork, and confidential family archives.
  • The ideal candidate is methodical, highly organised, and ensures 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 and Relationship Management

  • Draft and coordinate personal communications.
  • Liaise and ensure smooth information flow between family, foundation, and office teams.
  • Build and maintain strong relationships at every level, from household staff to foundation partners and vendors.

Vehicle and Asset Management

  • Maintain car service schedules, registrations, and insurance.
  • Coordinate contractors for property repairs, installations, and technology updates.

 

WHAT YOU CAN EXPECT

  • A dynamic, varied role covering family, cultural, and international property contexts.
  • The opportunity to work within a forward-thinking family office and international foundation ecosystem.
  • A supportive and collaborative work environment with long-term prospects.
  • Competitive compensation package of €60,000 to €80,000 gross p.a., with relocation support discussed on a case-by-case basis.
  • Professional development opportunities and exposure to global networks across art, culture, and environmental fields.

 

Please note: Due to the high volume of applications we receive, we regret that 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.