NO FURTHER APPLICATIONS.
Location: Madrid (Live-out position)
Salary: €60.000 – €80.000 gross per year, depending on experience.
Schedule: Monday – Friday, 9:00 AM – 6:00 PM (Flexibility required, 24/7 availability as needed although family is respectful of employees’ time off)
Start Date: ASAP
The Role:
A formal, UHNW family in Madrid is looking for an experienced, proactive, and highly organized Personal Assistant to manage all aspects of their personal and household affairs. Acting as an extension of the principals, the PA will handle everything from complex scheduling and household management to vendor coordination and family logistics.
This role offers a unique opportunity for an experienced PA to step into a blank slate and build efficient household systems from scratch. The ideal candidate will take a proactive approach in creating and implementing household protocols, workflows, and staff management structures, ensuring the Principals’ lives and home run seamlessly. This is a dynamic position for someone who thrives on problem-solving, structure-building, and optimizing daily life for a high-profile family.
The ideal candidate is resourceful, able to anticipate needs before they arise, and thrives in a demanding but rewarding environment. Excellent communication and team leadership skills are a must.
Key Responsibilities:
- Personal & Family Support:
- Manage daily schedules for the principals and their school-aged children.
- Coordinate domestic and international travel, ensuring all preferences and requirements are met.
- Oversee and coordinate with external assistants and hotel liaisons, ensuring personal item preferences for Principals are met at all times and at all locations, when on vacation or on work assignments (domestic and international)
- Assist with event planning and personal engagements.
- Occasionally step in for school runs or other family logistics when needed.
- Household & Staff Management:
- Act as the main point of contact for all household staff and external vendors.
- Ensure household protocols are understood, implemented, and followed.
- Work closely with the Head Housekeeper and other domestic staff, providing guidance and corrective action if required.
- Manage relationships with landscapers, architects, and builders for ongoing home renovations.
- Together with Head Housekeeper, oversee household supplies, inventory, and purchasing when needed.
- Log incoming packages, handle returns, and manage gift purchases when needed.
- Develop a comprehensive Household Manual detailing protocols, expectations, and responsibilities for each department and staff member. The manual should also include an overview of the home’s key mechanical systems, security protocols, and alarm operations to ensure seamless household management.
- Financial & Administrative Management:
- Prepare household budgeting, ensuring all spending aligns with financial forecasts.
- Manage accounts payable and receivable, payroll, and insurance policies (health, home, car).
- Perform bank, credit card, and cash reconciliations.
- Liaise with legal, estate planning, and investment advisors, reporting key updates to the principals.
- Ensure adequate fundings of all bank accounts – cash management.
- Pet Care Coordination (the family has 2 dogs):
- Maintain records and medical history for family pets, coordinating with Head Housekeeper.
- Arrange veterinary appointments and manage pet-related logistics.
- Special Projects & Problem-Solving:
- Handle one-off tasks and personal requests as needed.
- Be available for last-minute changes and unexpected situations, always bringing a calm, solutions-driven approach.
Candidate Profile:
- Experience: Minimum 5+ years as a Personal Assistant for UHNW families or high-profile individuals.
- Languages: Fluent English & Spanish, written and spoken is required.
Skills & Attributes:
- Hands-on, problem-solving mindset – no task is too big or too small.
- This role requires impeccable attention to detail, seamless management of a complex calendar, and the ability to deliver precise daily itineraries the night before. Absolute accuracy is essential—this family’s demanding schedule leaves no room for errors.
- Discreet, highly professional, loyal and able to handle confidential information with the utmost care.
- Exceptional time management, organization, and multi-tasking skills.
- Strong ability to anticipate needs, think proactively, and act autonomously.
- Proven experience with high-profile/UHNW families is essential.
- Able to take constructive feedback positively, refining systems to align with the family’s expectations.
- While the position is based mostly in Madrid, availability for occasional travel is required.
Contract & Benefits:
- Full-time, permanent position with a competitive salary (€60,000 – €80,000 gross per year).
- Dynamic and engaging work environment in a high-profile household.
Job Ref: PA204
Note: All candidates will have to provide a clean criminal record certificate and sign an NDA prior to interviewing with the family.
If you’re an experienced, dedicated career Personal Assistant, we’d love to hear from you! Email your CV at hello@squadplacements.com and quote the job reference in the subject line.