Executive Assistant （Mandarin）

3 weeks ago

London, United Kingdom Avenir Group Full time

Key Responsibilities:


1. Schedule Management:

  • Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
  • Coordinate internal and external meetings, ensuring all necessary arrangements are in place (rooms, equipment, attendees, etc.).
  • Support UHNWI family office work, liaise and manage assets under family ownership

2. Travel and Logistics Coordination:

  • Organize domestic and international travel, including flight bookings, accommodations, transportation, and itineraries.
  • Ensure all travel-related documents, such as visas, passports, and travel insurance, are up to date.

3. Expense Management:

  • Handle expense reports, reimbursements, and purchasing requests for the executive.
  • Track and monitor budgets for business-related activities, ensuring compliance with company policies.

4. Meeting Recording and Documentation:

  • Attend key meetings, take accurate notes, and prepare meeting minutes for distribution.
  • Track action items and follow up on deadlines to ensure completion of tasks discussed during meetings.
  • Ensure all documentation and files are organized, secure, and readily accessible.

5. Communication and Liaison:

  • Serve as a point of contact between the executive and internal/external stakeholders.
  • Manage email correspondence, prioritize incoming messages, and follow up on pending issues.
  • Draft professional responses, memos, and communication as required.

6. Office and Event Coordination:

  • Assist in planning and organizing company events, meetings, conferences, and off- site activities.
  • Liaise with vendors and suppliers for event and office needs.
  • Manage office supplies, ensuring inventory is up-to-date and equipment is functioning properly.

7. Driver and Vehicle Management:

  • Coordinate the scheduling and use of company vehicles and drivers for business purposes.
  • Ensure that the executive’s transportation needs are met, including any special requirements during business trips.

8. General Administrative Support:

  • Handle incoming phone calls, inquiries, and requests, directing them to the appropriate team member as needed.
  • Maintain an organized filing system for important documents and records.
  • Support additional office duties such as ordering supplies, mail handling, and office management as required.



Qualifications and Skills:

  • Proven experience as an Executive Assistant, Office Manager or in a similar role.
  • Exceptional organizational and time management skills.
  • Strong interpersonal and communication abilities.
  • Proficiency in office software (Microsoft Office Suite, Google Workspace) and scheduling tools.
  • Ability to handle confidential information with integrity and discretion.
  • Proactive problem-solving skills and the ability to prioritize multiple tasks.
  • Ability to work both independently and in a team setting.
  • Mandarin is preferred.



Working Hours:

  • Full-time position with standard office hours, but flexibility is required for executive support outside regular hours, if necessary.

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