[Remote] Executive Assistant – Sales Director | Growth & Strategy

QH Distribution Vietnam is a member of QH Distribution Inc., established in San Diego, CA, with over 36 years of expertise in distribution, import, wholesale and logistics. Serving more than 40 countries, we connect suppliers with customers worldwide, offering tailored solutions and support through offices in California, Mexico, Vietnam and Malaysia.

I- What You’ll Be Doing:

• Calendar & Schedule Management: Coordinate and manage the Director's complex diary, including meetings across multiple time zones, travel arrangements, and conference calls.
• Travel Coordination: Arrange domestic and international travel itineraries, visas, accommodation, and expense reporting.
• Communication Management: Screen and prioritize emails, phone calls, and correspondence; draft responses on behalf of the Director.
• Meeting Support: Prepare agendas, presentations, and briefing materials; take minutes and track action items for sales leadership meetings.
• Document Management: Maintain organized filing systems (digital and physical), handle confidential documents, and prepare sales reports and dashboards.
• Stakeholder Liaison: Act as the primary point of contact between the Director and internal teams, external clients, distributors, and global partners.
• Event Coordination: Support the planning and logistics of sales conferences, trade shows, and team events.
• Expense & Budget Tracking: Process invoices, purchase orders, and monitor departmental budgets.
• Ad Hoc Projects: Assist with special projects, market research, and data compilation as required.

II- Who We’re Looking For:

• Diploma or degree in Business Administration, Office Management, or a related field.
• Fluent in English (written and spoken); additional languages are a strong advantage.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with CRM systems (e.g., Salesforce) and ERP tools is a plus.
• Minimum 1–3 years in an executive assistant or senior secretarial role, preferably within FMCG, retail, or a multinational environment.
• Exceptional organizational and time-management skills
• Strong written and verbal communication
• High level of discretion and confidentiality
• Ability to multitask and prioritize under pressure
• Cultural awareness and comfort working across international teams
• Proactive, resourceful, and detail-oriented

III- Why You’ll Love Working Here:

• Salary: Negotiable based on experience and skills.
• Work arrangement: Hybrid – flexible work from home and office.
• Equipment: Laptop provided.
• Performance review: Twice per year.
• Benefits: Annual health check, year-end bonus, and annual travel opportunities.
• Environment: Work in an international, collaborative, fair, and dynamic team.
• Working hours: Monday to Friday, 8:00 AM – 12:00 PM and 1:30 PM – 5:30 PM
• Office location: Thu Duc, Ho Chi Minh.