Executive Personal Assistant

Position Overview

We are seeking a highly organized, agile, and proactive Personal Assistant to support a fast-paced entrepreneur and his family. Based in Hong Kong, this full-time role blends executive-level support with extensive personal and family logistics coordination, including daily family needs, travel planning, and household organization. You will serve as a gatekeeper, planner, problem-solver, and trusted confidant, handling confidential tasks and strategic responsibilities across multiple businesses and personal domains. This role suits someone dynamic, adaptable, and resourceful — especially if you enjoy using AI tools and automation to improve efficiency and solve problems.

Key Responsibilities

Executive & Business Support

·       Act as the right hand of the MD, managing day-to-day operations and communications with decisiveness

·       Maintain and coordinate calendar, agendas, scheduling, appointments, and reminders for the MD

·       Execute verbal and written instructions clearly and promptly

·       Handle professional travel arrangements (flights, hotels, transport)

·       Prepare documents, presentations, and correspondence as needed

·       Coordinate with banks (e.g., opening accounts, bank transfers, credit facilities)

·       Use ClickUp or similar tools to track responsibilities and maintain visibility on tasks

·       Submit weekly reports to ensure accountability and planning

Family & Household Support

·       Actively manage daily family logistics, including:

·       Household administration (bills, repairs, maintenance, helper coordination, family budget)

·       Travel arrangements: holidays, family trips, school breaks, leisure itineraries

·       VISA and immigration processes for family members

·       Children’s school-related needs, including registration, activities, and communication

·       Plan, research, and book family vacations and travel, including:

·       Coordinating destinations, hotels, activities, and internal logistics

·       Comparing and selecting services to optimize value and comfort

·       Keeping clear records of bookings and providing pre-departure briefings

Project & Operations Support

·       Support onboarding of new employees (laptop, email, tool setup)

·       Manage software subscriptions, licenses, office insurance, and renewals

·       Coordinate project-based work across different business areas

·       Liaise with external service providers (coaches, tutors, consultants, etc.)

·       Conduct internet research and compile brief reports as required

Ideal Candidate Profile

·       Minimum 8 years of experience in a similar PA/EA role, ideally supporting a family or entrepreneur

·       Background in startup or agile environments preferred

·       Fluent in English (Mandarin or Italian are a plus)

·       Strong skills in travel planning (including multi-destination family holidays and business trips)

·       Excellent organization, communication, and problem-solving abilities

·       Proficiency in Microsoft Office, Google Suite, and task tracking platforms like ClickUp

·       Emotionally intelligent, discreet, and able to manage sensitive personal and financial matters

·       Able to make decisions independently and manage tasks without daily oversight

Work Environment & Expectations

·       Full-time, based in Hong Kong (hybrid)

·       Standard hours: Monday–Friday, with occasional 24/7 availability for urgent needs

·       Expected to handle both personal and business responsibilities

·       Must be trustworthy, mobile, and capable of traveling occasionally

·       Comfortable working in a fast-paced, entrepreneurial environment

·       Confident in leveraging AI tools (e.g. ChatGPT, Notion AI, travel bots, automation platforms) to streamline tasks and generate value

·       Naturally dynamic, agile, and comfortable shifting between business, personal, and operational contexts

Benefits

·       Health insurance (per HK regulations)

·       MPF retirement scheme

·       Paid annual leave and public holidays (per HK labor laws)

Compensation

·       Salary: HKD 30,000 – 40,000/month (12 months), based on experience

·       Performance-based annual bonus