PA to the Founder Executive Meeting Coordinator & Minutes Specialist

Personal Assistant to the Founder

Executive Meeting Coordinator & Minutes Specialist

Location : London, United Kingdom

About the Role

We are looking for an exceptional Personal Assista nt to support the Founder of an international AI and robotics company

This is far more than a traditional assistant position. The successful candidate will ensure seamless execution of meetings, communications, and day-to-day priorities in an extremely fast-paced international environment

A critical part of this role is attending high-level meetings conducted entirely in English, producing exceptionally accurate meeting minutes, documenting key discussions, decisions, and action items, and ensuring flawless follow-u p. Outstanding written and spoken English is therefore absolutely essential

The ideal candidate is highly organized, detail-oriented, proactive, and capable of maintaining absolute confidentiality

Key Responsibilities

• Attend executive meetings with the Founder and senior leadership te
• am.Take comprehensive, accurate, and well-structured meeting minutes in Engli
• sh.Capture decisions, action items, ownership, deadlines, and follow-up requirements with exceptional precisi
• on.Produce executive summaries immediately by the end of the meetings and confirm decisions in live with stakeholde
• rs.Track action items and ensure timely follow-up across multiple stakeholde
• rs.Draft professional correspondence and documentation in impeccable Engli
• sh.Proofread presentations, reports, and other business documen
• ts.Manage the Founder's complex calendar, meetings, and prioriti
• es.Coordinate domestic and international travel, including flights, accommodation, visas, and detailed itinerariy
• Organize business and personal schedules
• Liaise with internal teams, investors, advisors, legal counsel, banks, and external partners
• Collecting documents and agenda for the meetings, prepare briefing materials where need
• Handle confidential documentation and sensitive information
• Coordinate personal and office management matters upon request

Requirements

• Native or near-native written and spoken English is mandatory
• Based in London and legally authorized to work in the UK
• Proven experience supporting founders, CEOs, entrepreneurs, or senior executives
• Extensive experience taking minutes during executive meetings and producing professional meeting protocols in English
• Exceptional listening, note-taking, and business writing skills
• Outstanding attention to detail with the ability to capture complex discussions accurat
• Excellent organizational and project management ski
• Ability to prioritize multiple tasks in a fast-paced environment
• Strong discretion, integrity, and professionalism
• Excellent command of Microsoft Office, Google Workspace

Preferred Qualifications

• Experience working with founders of technology companies or high-growth star
• tups.Experience within Executive Office, Chief of Staff, Executive Assistant, or Family Office environment
• Experience supporting board meetings, investor meetings, or executive committees
• Familiarity with AI, technology, or venture-backed companies

What We offer

• The opportunity to work directly alongside the founder of one of the world's most ambitious AI company
• Exposure to strategic decision-making at the highest level
• A dynamic, entrepreneurial, and international environment
• Competitive compensation package
• Long-term career growth and the opportunity to become one of the Founder's most trusted business partners

Reporting

• PA will be directly reporting to the Chief of CEO Office and assist to the Founder

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