Syphonix
CEO Personal Assistant
London
Posted about 17 hours ago
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Role Overview
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.
Key Responsibilities
- Manage the CEO’s calendar, meetings, travel, business engagements and key reminders; proactively identify conflicts and propose practical solutions.
- Arrange domestic and international travel, including flights, accommodation, visas, ground transport, itineraries and last-minute changes.
- Coordinate meeting preparation, minutes, action tracking and internal/external communication to ensure timely follow-through.
- Draft, manage and organise Chinese and English emails, documents and materials; provide basic translation support when required.
- Support personal and family arrangements, including appointments, supplier liaison, residence and vehicle coordination, concierge services and ad hoc requests.
- Handle confidential business and personal information with absolute discretion; maintain orderly records, contact lists and sensitive communications.
- Liaise professionally with external service providers, partners and internal teams; represent the CEO appropriately when required.
- Assist with expense records, reimbursements, payment documentation and other day-to-day administrative support.
- Undertake urgent or ad hoc tasks assigned by the CEO and reprioritise work flexibly as business needs change.
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Requirements
- 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.
- Fluent Mandarin is essential, with the ability to handle verbal and written communication in Chinese.
- Fluent spoken and written English is essential, with the ability to independently manage English emails, telephone calls, meetings and external communication.
- 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.
- Excellent organisation, time-management and multi-tasking skills, with the ability to remain structured in a fast-moving environment where priorities may change frequently.
- Strong attention to detail, reliability and follow-through, with the initiative to progress tasks independently and report updates promptly.
- Mature professional judgement and a high level of discretion when handling sensitive information and personal matters.
- Proficient in Microsoft Office, Google Workspace, calendar-management tools and common communication platforms.
- Able to work in London and accommodate flexible working hours, ad hoc arrangements and occasional travel when required.
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Working Style
- Calm, trustworthy and service-minded, while maintaining appropriate professional boundaries.
- Able to assess issues quickly, solve problems proactively and escalate appropriately when necessary.
- Comfortable switching between Chinese and English working environments and collaborating effectively with people from diverse backgrounds.
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Skills
Calendar Management
Travel Coordination
Fluent Mandarin
Fluent English
Translation
Executive Support
Discretion
Time Management
Microsoft Office
Google Workspace
Administrative Support
Multi-tasking
Professional Communication
Expense Tracking
Problem Solving
Driving
Location