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 Assistant 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-up. 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

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

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

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

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

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