PA to the Founder Executive Meeting Coordinator & Minutes Specialist in London

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

• Attend executive meetings with the Founder and senior leadership team.
• Take comprehensive, accurate, and well-structured meeting minutes in English.
• Capture decisions, action items, ownership, deadlines, and follow-up requirements with exceptional precision.
• Produce executive summaries immediately by the end of the meetings and confirm decisions live with stakeholders.
• Track action items and ensure timely follow-up across multiple stakeholders.
• Draft professional correspondence and documentation in impeccable English.
• Proofread presentations, reports, and other business documents.
• Manage the Founder's complex calendar, meetings, and priorities.
• Coordinate domestic and international travel, including flights, accommodation, visas, and detailed itineraries.
• Organize business and personal schedules.
• Liaise with internal teams, investors, advisors, legal counsel, banks, and external partners.
• Collect documents and agenda for the meetings, prepare briefing materials where needed.
• 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 accurately.
• Excellent organizational and project management skills.
• 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 startups.
• 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 companies.
• 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 the Founder on site.