Executive Personal Assistant (PA) to Business Unit Director

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

Employment Type: Full-time, Flexible 8-hour workday

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