Personal Assistant to Chief Executive Officer

Job Description

Role Description

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We are seeking a discreet, highly organised and dependable Personal Assistant (PA) to provide comprehensive business and personal support to the CEO. The successful candidate will ensure that the CEO’s schedule, travel, communications and day-to-day priorities are managed efficiently and professionally.

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Key Responsibilities

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• Manage the CEO’s calendar, meetings, travel, business engagements and key reminders; proactively identify conflicts and propose practical solutions.

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• Arrange domestic and international travel, including flights, accommodation, visas, ground transport, itineraries and last-minute changes.

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• Coordinate meeting preparation, minutes, action tracking and internal/external communication to ensure timely follow-through.

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• Draft, manage and organise Chinese and English emails, documents and materials; provide basic translation support when required.

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• Support personal and family arrangements, including appointments, supplier liaison, residence and vehicle coordination, concierge services and ad hoc requests.

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• Handle confidential business and personal information with absolute discretion; maintain orderly records, contact lists and sensitive communications.

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• Liaise professionally with external service providers, partners and internal teams; represent the CEO appropriately when required.

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• Assist with expense records, reimbursements, payment documentation and other day-to-day administrative support.

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• Undertake urgent or ad hoc tasks assigned by the CEO and reprioritise work flexibly as business needs change.

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Requirements

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• Previous experience as a Personal Assistant, Executive Assistant, Administrative Assistant, Family Office Assistant or in a high-end client service role is preferred. Experience directly supporting a CEO, founder or senior executive is highly desirable.

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• Fluent Mandarin is essential, with the ability to handle verbal and written communication in Chinese.

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• Fluent spoken and written English is essential, with the ability to independently manage English emails, telephone calls, meetings and external communication.

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• Hold a valid driving licence, be legally permitted to drive in the UK and be a confident, competent driver. The role may require support with local travel, pick-ups or vehicle-related arrangements.

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• Excellent organisation, time-management and multi-tasking skills, with the ability to remain structured in a fast-moving environment where priorities may change frequently.

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• Strong attention to detail, reliability and follow-through, with the initiative to progress tasks independently and report updates promptly.

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• Mature professional judgement and a high level of discretion when handling sensitive information and personal matters.

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• Proficient in Microsoft Office, Google Workspace, calendar-management tools and common communication platforms.

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• Able to work in London and accommodate flexible working hours, ad hoc arrangements and occasional travel when required.

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Working Style

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• Calm, trustworthy and service-minded, while maintaining appropriate professional boundaries.

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• Able to assess issues quickly, solve problems proactively and escalate appropriately when necessary.

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• Comfortable switching between Chinese and English working environments and collaborating effectively with people from diverse backgrounds.

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Application Materials

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Please submit a CV in both Chinese and English, and state the following in your CV or application email:

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• Your current location and right to work in the UK.

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• Your practical level of Mandarin and English.

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• The issuing location and expiry date of your driving licence, and whether you are legally permitted to drive in the UK.

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• Your availability and salary expectations.

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