Personal Assistant (IT Background) - Senior level

Job Summary:

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant (PA) to provide comprehensive executive support to the Chief Growth Officer (CGO). This role is responsible for managing the CGO's daily operations, coordinating cross-functional communication, driving execution of strategic initiatives, and ensuring seamless collaboration within the CGO Office and across the organization.

Responsibilities:

A. Executive Administration & Schedule Management

• Manage the CGO's calendar, prioritize appointments, and resolve scheduling conflicts.
• Prepare meeting materials and briefing notes for key meetings.
• Manage emails, correspondence, and business travel arrangements.
• Delegate appropriate administrative tasks to the Junior PA and oversee the quality of deliverables.

B. CGO Office Operations & Coordination

• Serve as the primary coordination point between the CGO and members of the CGO Office.
• Communicate the CGO's priorities, instructions, and action items to the appropriate stakeholders.
• Consolidate information and reports from departments before submission to the CGO.
• Conduct regular alignment with the Enablement Director/Manager to ensure consistent operations within the CGO Office.

C. Stakeholder Management & Progress Tracking (Internal & Cross-functional)

Internal Coordination (CGO Office)

• Develop and maintain a tracking system for all tasks assigned by the CGO to members of the CGO Office.
• Proactively follow up on task progress, monitor approaching or overdue deadlines, and provide regular status updates to the CGO, including:

-On schedule

- At risk of delay

- Overdue

Cross-functional Coordination

• Act as the primary point of contact when the CGO collaborates with other departments such as HR, Finance, Legal, IT, CTO Office, Business Success (CS), and other business units.
• Coordinate with Executive Assistants (EAs) of other C-level executives to arrange cross-functional meetings and ensure smooth communication.
• Track requests and action items initiated by the CGO that require follow-up from other departments.

Relationship Management

• Build and maintain effective working relationships with stakeholders at all levels, from CGO Office team members to Executive Assistants of other C-level leaders.
• Drive progress and collaboration through credibility, trust, and strong interpersonal relationships rather than relying solely on formal authority.

D. Executive Alignment & Action Item Management

• Work closely with the CGO immediately after meetings, especially Board of Directors (BOD) meetings, to capture key decisions and directions.
• Translate discussions, including verbal or informal instructions, into clear and actionable tasks with defined owners and deadlines.
• Assign action items to the appropriate individuals or departments and maintain them within the task tracking system.

Qualifications:

Experience

• 3–7+ years of experience as an Executive Assistant, Personal Assistant, or similar executive support role.
• Experience supporting C-level executives or working in a highly cross-functional environment is strongly preferred.
• Project Management experience (PM, PMO, or relevant certifications) is a strong advantage.
• Previous experience leading, mentoring, or supervising another assistant is an advantage, as this role oversees a Junior PA.

Qualifications & Skills

• Fluent in both Vietnamese and English.
• Excellent organizational, planning, and time management skills with the ability to manage multiple priorities simultaneously.
• Strong stakeholder and relationship management skills, with the ability to build trust and influence without formal authority.
• Strong active listening skills and the ability to translate informal discussions into clear, actionable tasks.
• Excellent communication skills with the ability to follow up assertively while maintaining positive working relationships.
• Highly proactive, detail-oriented, and capable of working independently in a fast-paced environment.

Benefits

• A supportive and flexible working environment
• Macbook provided
• Premium health insurance
• SHUI contributions which comply with local laws
• 13th month salary & performance bonuses
• 15 paid annual leaves per year
• Work from home 3 days/month
• Company trip, happy hour, free snack and coffee

Apply now: grace.pham@vortechinc.io

Location: Office Phu Nhuan, Ho Chi Minh City (onsite)

Working time: Monday - Friday (9AM - 6PM)