Personal Assistant to CEO

Track and manage visa, eVisa, and temporary residence registration timelines for the CEO and designated team members; provide advance reminders one month before any expiry
Maintain accurate financial records of household and personal expenses, including receipt tracking, monthly reconciliation, and reimbursement documentation
Coordinate household operations including restaurant reservations, vet appointments, deliveries, household repairs, and service provider scheduling
Manage company-side operational tasks
Build and maintain documentation including standard operating procedures, Google Drive access maps, vendor contact directories, and household salary records
Escalate decisions outside the assigned spending authority band promptly and with full context; act independently within the band without seeking approval
The Personal Assistant to the CEO exists to protect the CEO's focus and execution capacity by owning the operational and logistical surface of his personal and professional life.
This is a high-trust, high-accountability role with daily proximity to the CEO. The work spans personal logistics, household coordination, financial administration, travel, scheduling, and a defined slice of company-side operations. Every interaction reflects discretion, precision, and reliability.
You own the entire operational layer of the CEO's day-to-day so he can stay focused on strategy, content direction, and company building. This includes payments and reimbursements, vendor and household staff coordination, travel and itinerary management, calendar and meeting operations, document and SOP management, and the proactive identification of issues before they reach the CEO's attention.
This role is best suited for someone highly organized, calm under simultaneous demand, fluent in both Vietnamese and English, and capable of operating with autonomy across small recurring decisions. Strong performance looks like a CEO who never has to think about a bill, a booking, a payment, or a logistical detail, because the Personal Assistant has already handled it.
Responsibilities
Manage all recurring household and personal payments (the maid, chef, laundry, drivers, utilities, and reimbursements) with full accuracy and zero late payments
Own all Zalo-based vendor communication, including taxi coordination, household maintenance, real estate and residence registration, dental, and other Vietnamese-language service providers
Manage the CEO's calendar, schedule meetings via Calendly using NIA's standard meeting protocol, and protect the CEO's deep work blocks from non-urgent interruptions
Arrange domestic and international travel end-to-end, including flight booking, hotel reservations, ground transportation coordination with hotels and drivers, online check-ins, and full itinerary preparation
Results
Zero missed or late payments across household staff, utilities, and recurring obligations
100% on-time visa and eVisa renewal coordination for the CEO and designated team members, with reminders delivered no later than 30 days prior to expiry
Zero deep work block interruptions for operational matters within Personal Assistant scope after the first 90 days
100% adherence to NIA meeting scheduling protocol for all CEO-side scheduling
Accurate, up-to-date financial records and receipt documentation for all personal and household expenses, available on request with no reconciliation gaps
Independent, sound decision-making within the assigned spending authority band by month 6; demonstrated pattern-matching on CEO preferences
All inherited documentation gaps (PA SOPs, Google Drive access map, household salary records, Zalo group operating plan) closed and maintained within the first 90 days