Description

I. ROLE OVERVIEW

• Serve as a trusted assistant to the CEO in managing the day-to-day operations of the CEO Office within a diversified conglomerate, ensuring the CEO's time is optimally allocated to strategic priorities.
• Act as the central point of coordination for information, correspondence, and workflow between the CEO, Executive Management, subsidiaries, domestic and international partners, and government authorities.
• Ensure the CEO is fully briefed and adequately equipped with the necessary information, documentation, and logistical arrangements for executive, external relations, and business travel activities.
• Uphold the highest standards of professionalism, discretion, and confidentiality in all CEO Office operations, while providing thoughtful and discreet support for designated personal and family matters of the CEO.

II. KEY RESPONSIBILITIES

1. CEO Schedule, Priorities, and Time Management

• Manage the CEO's comprehensive schedule, including Board of Directors and General Meeting of Shareholders meetings at subsidiaries, partner engagements, government meetings, external relations events, and personal appointments.
• Proactively review and prioritize commitments, resolve scheduling conflicts, and recommend appropriate arrangements to optimize the CEO's time.
• Screen and assess meeting requests, calls, and invitations; recommend alternative representatives or suitable scheduling arrangements where appropriate.
• Proactively provide reminders and ensure the CEO is fully briefed and prepared with all necessary information and materials ahead of each engagement; respond flexibly and promptly to schedule changes, including those arising outside standard business hours.

2. Document Management, Information Handling, and Confidentiality

• Draft, review, and finalize internal and external correspondence in both Vietnamese and English, including official correspondence to government authorities in compliance with Decree No. 30/2020/ND-CP on clerical work, as well as correspondence and emails with international partners when authorized.
• Consolidate and distill reports from business divisions and subsidiaries into concise, accurate, and focused Executive Summaries and Briefing Packs for the CEO.
• Proactively leverage software applications and AI tools for drafting, translation, summarization, and document preparation to enhance efficiency and quality, while maintaining rigorous accuracy checks and strict information security.
• Maintain a systematic filing and records management system for CEO Office documents and confidential information; strictly comply with the Group's policies governing information receipt, processing, handling, and transfer.

3. Meeting Support and Follow-up on Executive Directives

• Prepare agendas, meeting materials, briefing documents, and logistics for meetings chaired or attended by the CEO, including Executive Management meetings, Board of Directors / Members' Council meetings at subsidiaries, and engagements with partners and government authorities.
• Record meeting minutes, consolidate conclusions and directives issued by the CEO, and draft and circulate meeting conclusion notices as assigned.
• Maintain and operate the Action Tracker system, ensuring all directives and post-meeting action items are accurately recorded and progress is systematically monitored.
• Proactively follow up with departments, business divisions, and subsidiaries to ensure timely execution; promptly alert the CEO to any action items at risk of delay.
• Consolidate and provide periodic progress reports to the CEO on the implementation of assigned tasks and directives.

4. Internal and External Relations Coordination and Protocol

• Serve as a professional and trusted liaison between the CEO and Executive Management, subsidiary leaders, international brand partners, VIP guests, and government authorities.
• Coordinate closely with assistants and secretaries to other senior executives across the Group and its subsidiaries to ensure seamless communication and workflow.
• Support reception arrangements and protocol for the CEO's engagements with senior officials, delegations, and international partners.
• Coordinate the preparation of gifts, thank-you letters, greeting cards, and related correspondence in accordance with the Group's external relations standards and protocol.

5. Business Travel and Event Management

• Manage end-to-end arrangements for the CEO's domestic and international business trips, including visa applications, flight bookings, hotel reservations, ground transportation, detailed itineraries, and relevant documentation and briefing materials.
• Support the organization of events, formal receptions, and external relations activities hosted by the CEO Office.
• Monitor budgets and expense documentation, and coordinate the completion of expense settlements in accordance with the Group's policies and procedures.

6. Personal and Family Assistance and Other Duties

• Establish and maintain a tracking system for the CEO's personal commitments, including private appointments, medical and healthcare schedules, anniversaries, and important family events; proactively provide reminders and make advance arrangements.
• Assist with designated family-related matters of the CEO, including warranty claims and maintenance of residential properties and yachts; arranging personal and family travel; restaurant reservations; preparing gifts for family members and partners; and coordinating personal service providers.
• Conduct research and consolidate information on markets, partners, and policies as requested by the CEO; assist in preparing speeches, presentations, and communications materials.
• Perform other duties as assigned by the CEO with dedication and professionalism, maintaining absolute confidentiality regarding all personal and family information of the CEO.

III. QUALIFICATIONS AND COMPETENCIES

1. Education and Experience

• Bachelor's degree or higher in Business Administration, International Economics, Law, English Language Studies, or a related discipline; preference will be given to candidates with overseas education or international academic qualifications.
• At least five (05) years of experience as a senior Executive Assistant or Executive Secretary to a Chairman or CEO in a large corporation, multinational company, or equivalent environment; experience in a diversified business group is an advantage.

2. Language and IT Proficiency

• Excellent command of English across all four skills, with strong proficiency in business writing, professional communication, and informal interpretation; equivalent to IELTS 7.0 or TOEIC 900 or above. Proficiency in an additional language such as Chinese, Korean, or French is an advantage.
• Proficient in Microsoft Office and official document drafting in accordance with Decree No. 30/2020/ND-CP.
• Proficient in AI tools such as ChatGPT, Claude, Gemini, and Microsoft Copilot, with a proactive approach to leveraging technology to improve work efficiency.

3. Skills

• Excellent organizational, time management, prioritization, and multitasking skills, with the ability to perform effectively in a high-pressure environment.
• Professional communication, drafting, and presentation skills, with tact and diplomacy in interactions with senior executives and business partners.
• Proactive, perceptive, and forward-thinking, with the ability to anticipate and resolve issues before being prompted; strong attention to detail and a high degree of accuracy.

4. Personal Attributes

• Integrity, loyalty, and absolute confidentiality are fundamental requirements for this position.
• High emotional intelligence (EQ); calm, humble, tactful, and service-oriented, with a strong sense of responsibility.
• Professional appearance, attire, and demeanor appropriate for a luxury-brand business environment and high-level external relations.
• Willingness to work flexible hours, undertake domestic and international travel, and demonstrate a long-term commitment to the organization.

Responsibility