Vistaria Merches Family Ventures
Executive Assistant & Family Office Manager
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Founding operational hire. Family office. London.
A discreet, London-based single-family office is seeking its first Executive Assistant & Family Office Manager. This is a founding role — the successful candidate will be the operational backbone of the firm, working in close daily partnership with the founder-CEO and effectively co-authoring the office's operating rhythm.
If you are a senior EA, chief of staff, or family office manager with a track record supporting a principal in financial services, wealth management, or a private family vehicle — and you're looking for a long-horizon role rather than a stepping stone — this may be one of the more distinctive opportunities you see this year.
About the role
This is not a traditional EA position and it is not a receptionist role. It is a hybrid remit that blends senior executive assistance to the founder with the wider responsibilities of running a family office at its founding phase. In practice, that means three broad domains:
- Executive support to the CEO (~40% of time) — calendar and diary management, correspondence triage, travel coordination, meeting preparation, and the daily orchestration of a demanding principal's schedule across UK, European, Middle Eastern, and Southeast Asian counterparties.
- Family office operations (~40% of time) — statutory administration and Companies House filings, governance secretariat for the Board and (in due course) Family Council, counterparty and vendor management, and office and facilities oversight.
- Compliance, discretion, and records (~20% of time) — KYC and AML documentation, confidentiality protocols, records retention, and the discreet handling of sensitive material.
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You will build the office from a standing start. The governance framework — Family Charter, Investment Policy Statement, Terms of Reference — is already in place. What is not yet in place is the daily, weekly, and monthly cadence that translates governance into working practice. Authoring that cadence is your central contribution.
What we're looking for
Essential:
- Minimum seven years' experience in a senior executive assistant, chief of staff, or family office manager role, supporting a principal or C-suite executive in financial services, wealth management, private banking, professional services, or a family office environment
- University degree from a recognised institution
- Demonstrable track record of managing highly confidential information with absolute discretion
- Excellent written English, with the ability to draft in an institutional register
- Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, Teams)
- Right to work in the UK
Highly desirable:
- Prior family office, MFO, or private bank experience
- Familiarity with UK company secretarial practice
- Working knowledge of investment management, private capital, or structured finance
- Optional: Fluency in Mandarin, Malay, Spanish, French, or Arabic
- Formal secretarial qualification (ICSA, CGI, or equivalent)
Above technical competence, we are looking for a rare combination of personal qualities: absolute discretion, exceptional organisation, proactive judgement, diplomatic communication, emotional maturity, and a long-horizon orientation. This is a decade-plus role, not a two-year stepping stone.
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What we offer
- Base salary £70,000 – £90,000 per annum, dependent on experience
- Discretionary annual bonus (target 20% of base)
- 7% employer pension contribution
- Private medical insurance
- Life Insurance Cover
- 35 days annual leave plus UK bank holidays
- Structured personal development allowance
- The chance to build something institutional from the ground floor
Location and working pattern
Full-time, primarily office-based in London. Some agreed flexibility after probation. Occasional international travel with the founder.
Confidentiality
This search is being conducted on a confidential basis. The firm's identity will be shared with shortlisted candidates under NDA before second interview. We ask candidates to treat their participation as confidential.
How to apply
Please apply via LinkedIn or send a CV and short cover letter (no more than two pages) to careers@vistariamerches.com. Include in your cover letter (a) your specific interest in this role, (b) two examples from your past experience relevant to the responsibilities described above, and (c) a brief reflection on what you hope to build in the next decade of your professional life.
Application code: VMFV-EA-001
We are an equal opportunities employer and welcome applications from all qualified candidates regardless of background.
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