CEO Personal Assistant

Syphonix; Greater London; On-site; GBP 42,000 - 56,000; Full time

Job summary

Syphonix in London is seeking a discreet, highly organised Personal Assistant to provide comprehensive business and personal support to the CEO. The successful candidate will manage the CEO’s schedule, travel, communications and day-to-day priorities with professionalism.

Responsibilities include managing calendar, arranging domestic and international travel, coordinating meeting preparation, drafting emails in Mandarin and English, handling confidential information and liaising with partners

Qualifications

• Experience as PA/EA supporting CEO or senior executive is preferred.
• Fluent Mandarin and English communications; able to draft both in bilingual context.
• Excellent organisational and time-management skills in a fast-moving environment.
• Discretion and confidentiality in handling sensitive information and personal matters.
• Proficiency with Microsoft Office, Google Workspace and calendar-management tools.

Responsibilities

• Manage the CEO’s calendar, meetings, travel, business engagements and key reminders; identify conflicts and propose solutions.
• Arrange domestic and international travel, including flights, accommodation, visas, ground transport and itineraries.
• Coordinate meeting preparation, minutes, action tracking and internal/external communication.
• Draft, manage and organise Mandarin and English emails, documents and materials; provide 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 discretion; maintain records and sensitive communications.
• Liaise with external service providers, partners and internal teams; represent the CEO when required.
• Assist with expense records, reimbursements, and day-to-day administrative support.
• Undertake urgent tasks and reprioritise work as business needs change.

Skills

Fluent Mandarin

Fluent English

Time management

Organisation

Discretion

Microsoft Office

Google Workspace

Calendar management

Tools

Microsoft Office

Google Workspace

Job description

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.

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.

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.

Working Style

• Calm, trustworthy and service-minded, while maintaining appropriate professional boundaries.
• Able to assess issues quickly, solve problems proactively and elevate appropriately when necessary.
• Comfortable switching between Chinese and English working environments and collaborating effectively with people from diverse backgrounds.