Tuyển dụng Executive Assistant tại Hồ Chí Minh

About NexGenus

NexGenus, based in the vibrant hub of Ho Chi Minh City, Vietnam, is a global leaderin providing innovative talent solutions to businesses worldwide. We specialise in connecting organisations with top-tier professionals across industries, empowering them to scale, innovate, and thrive in today’s dynamic global market.

From startups to multinational corporations, NexGenus deliverstailored workforce strategies designed to meet the unique needs of each client. Our mission is to bridge the gap between talent and opportunity, offering seamless, efficient, and scalable solutions that drive business success.

By partnering with NexGenus, businesses gain accessto a trusted, globally connected ally, dedicated to helping them achieve their workforce goals with agility and precision.

About This Role

NexGenus Vietnam is seeking an experienced, highly organised and discreet Executive Assistant & Chief of Staff (Operations) to support our international client, a Singapore-headquartered real estate private equity investment platform operating across India, Japan and Australia.

The role provides direct executive and operational support to the client's Founder, covering executive administration, business and personal travel coordination, team operations, financial administration and corporate back-office activities.

The successful candidate will work closely with international stakeholders, manage multiple priorities across different time zones and ensure the smooth coordination of day-to-day executive and business operations.

Key Responsibilities:

1. Executive & Administrative Support

• Manage the Founder's calendar, appointments, inbox and meeting schedules across Singapore, Japan, Australia and India.
• Coordinate meetings with investors, business partners and external stakeholders.
• Prepare meeting agendas, briefing materials, presentations and routine correspondence.
• Record meeting minutes, track action items and follow up to ensure timely completion.
• Coordinate the work and priorities of the part-time Executive Assistant.
• Handle sensitive business and personal information with a high level of confidentiality.

2. Business Travel & Personal Assistance

• Arrange domestic and international business travel, including flights, accommodation, transportation, meeting schedules and itineraries.
• Coordinate family travel and personal arrangements, including reservations, appointments, events and other personal administrative matters.
• Manage passport, visa, travel insurance and other travel-related documentation, including renewal tracking and applications.
• Liaise with travel agencies, embassies, consulates and relevant service providers.
• Maintain travel preferences, itineraries, expense records and supporting documentation.
• Ensure personal bookings and expenses are managed separately from business-related transactions.

3. Team Operations & Coordination

• Coordinate weekly team meetings, including agendas, minutes and follow-up activities.
• Support recruitment administration, including interview scheduling, assessments and background checks.
• Coordinate employee onboarding and offboarding activities, including documentation, accounts, access and equipment.
• Liaise with contractors, service providers and external advisers regarding administrative matters.
• Monitor operational deadlines and ensure effective communication and follow-up across teams.

4. Finance & Accounting Administration

• Coordinate bookkeeping activities with external accountants and support month-end closing processes.
• Manage accounts payable and receivable administration, including invoice processing, payment preparation and outstanding payment follow-ups.
• Maintain expense records, reimbursement claims, corporate card transactions and supporting receipts.
• Track intercompany charges, professional fees and multi-currency payments.
• Prepare monthly cash flow and operating expense summaries.
• Coordinate with tax advisers and auditors on required documentation and reporting deadlines.

5. Corporate Administration & Compliance Coordination

• Maintain corporate records, entity registers, contracts and compliance calendars across multiple business entities.
• Coordinate with corporate secretarial service providers on statutory filings, company resolutions and required corporate documentation.
• Maintain contract registers, non-disclosure agreements (NDAs), document approvals and renewal schedules.
• Organise shared drives, corporate records and data rooms with appropriate document control.
• Coordinate administrative arrangements for vendors, subscriptions, insurance, IT and security-related services.

6. Fund & Investor Administration Support

• Support administrative coordination relating to investment funds, investors and business partners.
• Track investor reporting deadlines, drawdown notices and KYC/AML documentation requirements.
• Maintain investor and business partner contact records and CRM information.
• Coordinate administrative matters with legal advisers, fund administrators and relevant stakeholders.
• Ensure accurate documentation, timely follow-ups and appropriate confidentiality.

Yêu cầu công việc

Requirements

Essential Qualifications & Experience

• Minimum 4 years of experience in Executive Assistance, Business Operations or Finance Administration, preferably within private equity, investment funds or professional services.
• Proven experience supporting senior executives or business leaders in a fast-paced international working environment.
• Strong organisational, administrative and multitasking skills, with excellent attention to detail.
• Working knowledge of Xero or QuickBooks, with strong Microsoft Excel skills.
• Experience coordinating accounting administration, expenses, payments and operational documentation.
• Good understanding of multi-currency transactions and administration across multiple business entities.
• Excellent written English communication skills, with the ability to prepare professional correspondence and business documentation.
• Strong judgement, discretion and ability to handle confidential information.
• Ability to work independently, prioritise competing demands and coordinate effectively across international time zones.

Preferred Qualifications:

• Experience in private equity, fund management, investment or international professional services.
• Business-level Japanese proficiency (spoken and written) is a strong advantage.
• Hindi language skills would be an additional advantage.
• Experience coordinating international travel, visa applications and executive personal administration.
• Familiarity with corporate secretarial administration, investor reporting and compliance documentation.

Quyền lợi

• Thưởng:

  Attractive salary with 100% salary during probation

  13th salary, performance bonus, Salary review annually.

• Chăm sóc sức khoẻ:

  Full Social Insurance package - Premium health care program for employees, Annual medical check-up.

• Nghỉ phép có lương:

  13-14 vacation days per year.

• Đào tạo:

  Opportunity to work on-site in Australia.

• Cơ hội du lịch:

  Company trip, and Year-End party every year.

• Hoạt động nhóm:

  Year-End party every year - Social, sports, and several team-building activities.

• Khác:

  Opportunity to collaborate and work with experts in the construction field.
  - Benefits for special holidays, including birthdays, marriage, and Women’s Day.