EXECUTIVE ASSISTANT TO REGIONAL & BUSINESS DIRECTOR

JOB DESCRIPTION
EXECUTIVE ASSISTANT TO REGIONAL & BUSINESS DIRECTOR
Position: Executive Assistant
Department: Regional & Business Office
Reports to: Regional & Business Director
Employment Type: Full-time
Experience Required: Minimum 1 year
1. JOB PURPOSE The Executive Assistant will provide direct support to the Regional & Business Director in managing schedules, meetings, business activities, research, reporting, internal coordination, and external communication.
This role requires a highly organised, proactive, detail-oriented individual who can work effectively in a fast-paced and international business environment.
2. KEY RESPONSIBILITIES
Calendar & Schedule Management
Manage and coordinate the Regional & Business Director's calendar, meetings, appointments, and business activities.
Prioritise meetings and resolve scheduling conflicts effectively.
Coordinate meetings with internal teams, clients, partners, and senior executives.
Provide timely reminders for important meetings, deadlines, and follow-up actions.
Support business travel arrangements when required.
Meeting Management
Prepare meeting agendas, supporting documents, and relevant information before meetings.
Attend meetings when required and prepare accurate and professional Meeting Minutes.
Record key discussion points, decisions, action items, responsible persons, and deadlines.
Follow up with relevant stakeholders to ensure agreed actions are completed on time.
Business & Executive Support
Prepare business documents, reports, presentations, proposals, and executive summaries.
Assist the Director with daily business and administrative activities.
Organise and maintain business documents and confidential information.
Support preparation for client meetings, management meetings, and business reviews.
Research & Analytical Support
Conduct research on:
Clients and potential partners
Companies and industries
Competitors
Market trends
Business opportunities
Regional markets
Analyse and summarise information into clear and concise reports.
Prepare briefing materials for meetings and business discussions.
Support basic data analysis and business reporting for management decision-making.
Internal Coordination & Follow-up
Coordinate between the Regional & Business Director and internal departments.
Track assigned tasks, projects, and deadlines.
Follow up with team members and departments on outstanding action items.
Provide regular progress updates to the Director.
Ensure effective communication and information flow across teams.
External & International Communication
Communicate professionally with clients, partners, and external stakeholders.
Support communication with international partners and foreign executives.
Draft professional emails and business correspondence in English and Vietnamese.
Assist the Director in maintaining strong relationships with key business stakeholders.
3. REQUIREMENTS
Education & Experience
Bachelor's degree in Business Administration, International Business, Economics, Finance, Hospitality, Languages, or a related field.
Minimum 1 year of experience in Executive Assistant, Personal Assistant, Administrative Executive, Business Support, Project Coordinator, or a related role.
Experience working with foreign managers or in an international environment is highly preferred.
English Proficiency
Strong English communication skills, particularly in professional and business settings.
Able to communicate confidently with foreign executives, clients, and partners.
Able to participate in English-speaking meetings and prepare professional emails and documents.
IELTS 7.0 or equivalent is preferred.
4. TECHNICAL SKILLS
Strong proficiency in Microsoft Office Ecosystem.
Experience with AI tools, digital productivity tools, CRM, or project management platforms is an advantage.
5. CORE COMPETENCIES The ideal candidate should demonstrate:
Excellent calendar management
Strong organisational and time-management skills
Professional meeting minute preparation
Research and analytical ability
Strong attention to detail
Multitasking and prioritisation skills
Strong follow-up and coordination ability
Problem-solving mindset
Professional communication skills
High level of confidentiality and discretion
Ability to work under pressure
Ability to adapt quickly to changing priorities
6. PERSONAL ATTRIBUTES
We are looking for someone who is:
Proactive - able to anticipate needs and take action without waiting for detailed instructions.
Responsible - demonstrates strong ownership and accountability.
Detail-oriented - careful with schedules, documents, data, and deadlines.
Reliable - trusted to handle important and confidential matters.
Professional - confident when working with clients, partners, and senior executives.
Adaptable - comfortable working in a dynamic and fast-changing environment.
Eager to learn - interested in developing knowledge in business, regional markets, management, and strategy.
Fast learner - able to quickly understand new industries, products, and business situations.
7. WHAT WE OFFER
Opportunity to work directly with the Regional & Business Director.
Competitive Compensation
Exposure to regional business operations, international clients, and strategic projects.
Opportunity to participate in client meetings, business development activities, and regional expansion projects.
Strong learning opportunities in business management, research, analytics, and executive coordination.
Dynamic and international working environment.