Executive Administration Assistant

The right candidate will have native-level Vietnamese language skills, with flawless written and spoken English. Experience in a similar role is preferred, however someone with the right attitude and language skills who is willing to be trained on the job will also be considered.
Executive Support & Business Administration
• Manage complex calendars, appointments, meetings, reminders, and priorities for the Directors.
• Prepare, organize, and follow up on meeting notes, action lists, internal documents, and business correspondence.
• Assist with day-to-day administration across KAORA Creative and ISOTTA Architecture, including coordination of tasks, files, systems, records, and internal workflows.
• Support invoicing, submissions, reporting, resourcing, scheduling, and other business-related administration where required.
• Help maintain order across multiple priorities, ensuring important tasks are not missed and deadlines are clearly tracked.
Operations & Cross-Border Logistics
• Coordinate communication and logistics between Vietnam and Australia, including meetings, travel, time zones, consultants, contractors, suppliers, and external stakeholders.
• Support the Directors with travel arrangements, accommodation, transport, itineraries, reservations, and on-the-ground coordination.
• Assist with business operations in Vietnam, including liaison with local service providers, consultants, government-related contacts, property contacts, and administrative support services. This might also include assisting with translation between Vietnamese and English.
• Track and coordinate practical details across multiple projects, people, and locations.
Client & Stakeholder Relations
• Act as a polished and professional point of contact on behalf of the Directors.
• Communicate confidently with clients, consultants, suppliers, collaborators, and high-level stakeholders in both Vietnamese and English.
• Support relationship management through thoughtful follow-up, clear communication, and careful attention to tone, timing, and cultural context.
• Handle confidential information with absolute discretion and professionalism.
Architecture, Design & Project Coordination
• Assist with coordination of architecture and design-related tasks, including project administration, consultant communication, document tracking, submission preparation, and presentation coordination.
• Help organize design files, project information, visual material, schedules, consultant inputs, and client-facing documents.
• Support media production, marketing coordination, and creative content workflows where required.
• Develop a working understanding of how architecture projects are structured, documented, communicated, and delivered.
Systems, Organization & Process Improvement
• Create and maintain systems that help the Directors and team work with greater clarity and efficiency.
• Improve workflows, filing structures, task tracking, templates, checklists, and communication processes.
• Identify problems before they become urgent and propose practical solutions.
• Bring calm, order, and precision to a creative environment where many things are moving at once.
What We Are Looking For
• Native-level Vietnamese language skills, with flawless written and spoken English.
• Exceptional organizational ability, with the capacity to manage many details without losing sight of the bigger picture.
• Strong spatial, visual, and structural thinking - the ability to understand how information, people, tasks, and timelines fit together.
• Experience supporting senior executives, founders, directors, business owners, or high-net-worth individuals.
• Confidence communicating with international clients, consultants, and stakeholders.
• Strong written communication skills, with an ability to write clearly, elegantly, and professionally.
• Excellent discretion, judgment, and emotional intelligence.
• High attention to detail, especially in written communication, scheduling, logistics, and document preparation.
• Comfort working across cultures, time zones, and business environments.
• Ability to learn quickly and develop a strong working understanding of architecture, design, property, and creative production.
• Experience in architecture, interior design, property, media, luxury hospitality, high-end retail, family office, or professional services would be highly regarded.
Cultural Fit
• We are looking for someone who notices what others miss.
• You are calm under pressure, highly observant, and naturally organized. You do not wait to be told every step. You anticipate what is needed, clarify what is unclear, and quietly make things work better.
• You are detail-obsessed, but not rigid. You understand that creative businesses can be dynamic, layered, and sometimes chaotic - and you enjoy bringing order to that environment.
• You value quality, discretion, beauty, and longevity. You understand that refinement is not about being loud or excessive. It is about care, precision, restraint, and doing things properly.
• The right person for this role will be trusted deeply. You will work close to the Directors, understand the rhythm of the business, and help protect their time, focus, and energy.
Skillset
• The candidate must have knowledge of Microsoft Office or Google Workspace software.
• Excellent written skills - both English and Vietnamese.
• Excellent verbal skills - both English and Vietnamese.
• Highly Organised
• Positive attitude and strong work ethic
Why Join Us
• This is an opportunity to work inside an ambitious, design-led business with a growing connection between Vietnam and Australia.
• You will be exposed to architecture, interiors, media production, high-end design, business strategy, and international operations. You will work directly with senior decision-makers and have a meaningful role in helping shape the systems, structure, and daily rhythm of the business.
• KAORA Creative and ISOTTA Architecture are guided by a philosophy of quiet luxury, conscious longevity, and thoughtful design. We are building a business that values quality over volume, relationships over transactions, and long-term impact over short-term noise.
• For the right person, this is a rare opportunity to become an essential part of a refined, creative, globally connected business at an important stage of growth.
Equipment
• Have their own laptop computer and phone they can use for work