Personal Assistant - Mandarin Speaking

The company Our client is a privately owned Australian property investment and development business with a growing portfolio of high-quality property assets and projects.
The business works closely with its principal shareholders, senior management, professional advisers and external partners across a range of corporate and property-related matters. With a long-term, entrepreneurial and relationship-driven approach, the organisation operates in a high-trust environment where discretion, professionalism and attention to detail are highly valued.

The role

An exceptional opportunity is available for an experienced Personal Assistant to the CEO.  This is a high-trust, varied role providing executive and administrative support to the CEO, while acting as a key point of connection between the CEO, internal team, shareholders, Family Office and external advisers.

The role is bilingual, requiring fluency in both Mandarin and English, with a significant focus on translation, bilingual reporting and the preparation and organisation of important corporate, financial, legal and property documentation.

The role is available on either a permanent full-time or part-time basis.  It will be based onsite.  Some key responsibilities will include:

Executive support

• Manage the CEO's diary, meetings, travel and day-to-day priorities
• Coordinate shareholder, management and project meetings, including agendas, minutes and follow-up of actions
• Act as a key point of contact for the CEO's office, ensuring matters are followed through efficiently
• Prepare correspondence, presentations, reports and other materials as required

Bilingual documentation & translation

• Translate company reports and other business materials between Mandarin and English
• Prepare bilingual reporting materials for shareholders and senior stakeholders
• Translate, organise and maintain key legal, financial and property documents
• Maintain accurate filing, records and information management for the CEO's office

Internal & external coordination

• Liaise confidently with internal teams, shareholders, advisers and other external stakeholders
• Follow up outstanding matters on behalf of the CEO and ensure deadlines are met
• Coordinate information and communication across multiple parties and workstreams

Shareholder & Family Office support

• Provide day-to-day support to principal shareholders and the Family Office
• Coordinate travel, itineraries, events and other arrangements
• Assist with hosting and liaising with visitors and senior stakeholders
• Manage a range of practical and ad hoc requests requiring initiative, flexibility and discretion

Projects & other support

• Assist the CEO with research and special projects
• Support event coordination and other initiatives
• Take ownership of ad hoc tasks and priorities as they arise

The successful candidate

You will be an experienced Executive Assistant, Personal Assistant or senior administrator who is comfortable operating in a high-trust environment and supporting senior stakeholders.   You will ideally bring:

• Minimum 3 years' experience as an Executive Assistant, Personal Assistant or in a senior administrative role
• Experience supporting a CEO or other C-suite executive highly regarded
• Fluent Mandarin and English, with the ability to communicate and translate confidently in both languages
• Experience working with bilingual documentation and written business communications
• Background in property, finance, Family Office or professional services advantageous
• Experience in a Chinese–Australian business environment, particularly a family-owned or founder-led business, advantageous
• Excellent written and verbal communication skills
• Strong attention to detail, particularly across documents, numbers and written communication
• A naturally discreet and highly confidential approach
• The flexibility and practicality to manage a broad and varied remit, including ad hoc and personal arrangements
• A polished, professional and hospitable manner when dealing with guests and senior stakeholders
• Strong judgement, initiative and the ability to anticipate what needs to be done
• The ability to work calmly and effectively in a fast-paced environment

www.aligntalent.com.au