Secretary Assistant

Executive Assistant & Private PA to the Founder/CEO

CARLO DALI London | Canary Wharf, London | Full-time, office-based
Salary: Dependent on experience

CARLO DALI London is looking for an exceptional Executive Assistant & Private PA to work closely with its Founder and CEO. This is a varied role combining executive support, office management and personal coordination.

We are looking for someone who can create order in a busy day, represent the company with warmth and professionalism, and make sure that important conversations lead to action.

Your responsibilities

CEO schedule and communications

• Manage the CEO’s business and personal calendars, arranging meetings, calls, appointments and travel while avoiding conflicts.
• Answer calls, coordinate appointments and provide timely reminders for meetings, calls and commitments.
• Prepare a concise daily overview of the CEO’s schedule, priorities and outstanding decisions.

Meetings, guests and follow-up

• Prepare the office and meeting room to a high standard, including presentation materials, refreshments and hospitality.
• Welcome clients, prospective partners and investors, ensuring every visit reflects the CARLO DALI brand.
• Prepare agendas and relevant background information before meetings.
• Take notes during meetings or turn authorised Zoom meeting notes into clear summaries.
• Record decisions, next steps, responsible people and deadlines in a shared online system.
• Draft and send agreed meeting summaries and follow-up messages to prospective partners and investors, and track every response.

Office and business administration

• Keep the office organised, well presented and ready for visitors.
• Maintain a clear online record of tasks, documents, commitments and deadlines.
• Track invoices and upcoming obligations, notify the CEO well before payments are due, and coordinate payments once approved.
• Serve as a reliable coordination point between the company, its accountants and its lawyers, following up on documents, requests and deadlines.

Personal and lifestyle coordination

• Arrange personal appointments, gym sessions, travel and agreed meal arrangements around the CEO’s schedule.
• Provide timely reminders for meals and any supplement routine specified by the CEO or a qualified professional.
• Find and coordinate suitable household support, such as a chef or cleaner, when needed.
• Handle all personal matters with discretion and respect for privacy.

What you will bring

• Experience supporting a founder, CEO or senior executive as an Executive Assistant, Private PA or in a similar role.
• Excellent spoken and written English, with the confidence to communicate with senior clients, investors and professional advisers.
• Strong organisation, attention to detail and the ability to manage changing priorities calmly.
• Confidence with calendars, spreadsheets, video meetings, CRM systems and shared task tools.
• Sound judgement, confidentiality and a polished, welcoming manner.
• Pride in following commitments through until they are completed.

Experience in luxury, hospitality, international business or a founder-led company would be an advantage.

The mindset we value

We want someone who leads rather than waits for instructions. You will anticipate what needs to happen next, identify tasks before they are assigned and take ownership of moving them forward. From the beginning, we welcome ideas, useful tools and relevant professional connections that could help CARLO DALI grow and make the CEO’s office more productive. We value someone who can suggest a better way of working and turn that suggestion into practical action.

To apply: Please send your CV and a short note describing how you have supported a busy executive, improved the way they worked, or helped turn an important meeting into a completed outcome.

Job Summary

We are seeking a dynamic and organized Secretary Assistant to join our team! In this vital role, you will provide comprehensive administrative support to ensure smooth daily operations. Your energetic approach and attention to detail will help keep our office running efficiently, allowing the Founder to focus on delivering outstanding results. This paid position offers an exciting opportunity to develop your skills in a fast-paced environment while contributing to a collaborative and positive workplace.

Join us as a Secretary Assistant where your proactive attitude and meticulous approach will make a meaningful impact! This role is perfect for motivated individuals eager to grow their administrative expertise while supporting a vibrant team dedicated to excellence.

Pay: £25,420.00-£47,495.81 per year

Work Location: In person