JOB DESCRIPTIONS

We are looking for a dynamic and highly organized Personal Assistant to Board of Directors, who will act as a trusted right-hand partner in managing daily operations and providing both executive and discreet personal support where needed. This position plays a key role in:

• Supporting day-to-day executive management activities;
• Coordinating internal and external communications;
• Overseeing documentation and scheduling flows;
• And when appropriate, offering personal assistance in select matters to ensure BOD's time and focus are optimized effectively.
• This role also includes reviewing documents, assisting with compliance matters, and ensuring efficient information flow between the BOD and departments.

RESPONSIBILITIES:

Executive Support

• Manage appointments, schedules, calendars, and travel arrangements, ensuring all engagements are organized and deadlines are met.
• Proactively resolve scheduling conflicts and ensure seamless coordination across departments and stakeholders.
• Arrange travel logistics including flight bookings, hotel accommodations, car services, visa processing, etc., for the BOD and other business teams when required.
• Track and follow up with departments to submit documents and reports requiring BOD’s review or approval; ensure timely execution of delegated tasks.

Document & Compliance Management

• Oversee and ensure secure, accurate handling of all documentation needing signature and review.
• Maintain organized records of contracts, signed documents, and official correspondence.
• Review and assess legal documentation to ensure it is valid, enforceable, and in compliance with Vietnamese laws and internal group standards.
• Assist in managing the departmental budget: plan, monitor expenses, and ensure alignment with company financial policies.

Reporting & Coordination

• Collect and synthesize information from relevant departments to prepare briefing notes or reports for BOD.
• Assist in preparing presentation materials and reports as requested.
• Collaborate with the HR Department to support the organization of internal company events, ensuring smooth coordination and representation from the Executive Office.

Personal Support (as needed)

• Provide confidential and respectful support to BOD in selected personal or lifestyle-related matters where appropriate (e.g. personal scheduling, coordination of private appointments, or related arrangements).
• Maintain professionalism and discretion in handling sensitive or private information, ensuring trust and alignment with executive preferences.

1. Qualification:

• College, Bachelor’s degree or relevant certificate.

2. Experience:

• Minimum of 2 years' experience in a similar Personal Assistant or Executive Assistant role, preferably in a high-level corporate or international working environment.

3. Skill/ competence:

• High level of English proficiency, both written and verbal.
• Strong interpersonal and communication skills with the ability to work across all levels of the organization.
• Meticulous, trustworthy, and highly organized with strong time management.
• Discreet and professional in handling confidential or sensitive matters.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Comfortable working under pressure in a fast-paced, dynamic environment.

BENEFITS

• Have a chance to experience the Unique & Differentiate Luxury Fashion and Cosmetic Retail industry.
• Get internal purchasing policies for all employees, moreover, you will also have the opportunity to buy high-end fashion products with super special offers in periodic internal sales programs.
• Many kinds of engagement activities will engage you to deeply understand the company and colleagues through activities such as monthly happy hour, team building, year-end party, internal activities, etc.