Executive Personal Assistant (PA) to Business Unit Director

Positec; Sydney; Remote; AUD 90,000 - 130,000; Full time

Job summary

Positec is seeking an experienced Executive Assistant to support the Director across Sydney, Shanghai, London and Hong Kong. The role involves diary management, travel coordination, project tracking and confidential administrative support in a dynamic, multi-geo environment.

You will draft correspondence in Mandarin and English, prepare meetings and materials, and coordinate cross‑regional initiatives while maintaining discretion and superb organizational skills.

Qualifications

• Must hold Australian citizenship or PR and a valid Australian full driver’s license.
• Available for flexible multi-city / international working arrangement, approx. 6 months per year in Australia.
• Bachelor's degree or above.
• Minimum 3 years' experience as an Executive Assistant, Personal Assistant or similar role supporting senior management.
• Fluent in Mandarin Chinese and English (written and verbal).
• Exceptional organisational, time management and communication skills.
• Discretion and professionalism; proficiency in MS Office and collaboration tools.

Responsibilities

• Manage and coordinate the Director's complex schedule across multiple time zones.
• Arrange meetings, travel bookings, and events across Australia, China and UK.
• Prepare meeting materials, agendas and documentation; ensure seamless logistics.
• Accompany or represent the Director at meetings, take minutes, and follow up on actions.
• Track project progress and provide updates and reports to the Director.
• Facilitate cross-departmental and cross-regional collaboration to ensure timely delivery.
• Draft business correspondence, reports and presentations in both Chinese and English.
• Handle confidential information with discretion; assist with expenses and ad-hoc projects.

Skills

Bilingual Mandarin & English

Executive support

Travel coordination

Cross-cultural communication

Education

Bachelor's degree

Tools

MS Office

Travel booking tools

Job description

Location:

Sydney (Work from home available) / Shanghai / London / Hong Kong — Flexible multi-city working, ~6 months per year based in Australia

About the Role

Reporting directly to the Business Unit Director, you will provide comprehensive executive support including diary management, meeting coordination, project tracking, and administrative assistance across multiple geographies. This is a dynamic role requiring flexibility to work across Sydney, Shanghai, London, and Hong Kong.

Key Responsibilities:

• Manage and coordinate the Director's complex schedule, liaising with internal and external stakeholders across multiple time zones
• Arrange meetings, travel bookings, and events across Australia, China and UK
• Prepare meeting materials, agendas and documentation; ensure seamless meeting logistics
• Accompany or represent the Director at meetings and events, taking minutes and following up on action items
• Track key project progress, prepare regular updates and reports for the Director
• Facilitate cross-departmental and cross-regional collaboration to ensure timely delivery
• Draft business correspondence, reports and presentations in both Chinese and English
• Handle confidential information with the utmost discretion
• Assist with expense management and ad-hoc projects as assigned

Requirements:

• Must hold Australian Citizenship, Australian Permanent Residency (PR)
• Must hold a current Australian Full Driver's License
• Available for flexible multi-city / international working arrangement, approximately 6 months per year based in Australia
• Bachelor's degree or above
• Minimum 3 years' experience as an Executive Assistant, Personal Assistant or similar role supporting senior management
• Fluent in both Mandarin Chinese and English (written and verbal) — essential for this role
• Exceptional organisational, time management and communication skills
• High level of attention to detail, discretion and professionalism
• Proficiency in MS Office suite and collaboration tools