Executive Assistant

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  • Tp Hồ Chí Minh
  • Lâu dài
  • Toàn thời gian
  • 9 ngày trước
Company OverviewHeadquartered in Australia, ZYL Express is a dynamic logistics firm specializing in international air and sea freight between China and Australia. Having successfully established five branches across Australia and three in China, we are now embarking on an exciting new chapter: expanding into Vietnam with our inaugural branch in Ho Chi Minh City.We pride ourselves on fostering a young, fast-paced, and collaborative startup culture. Because we move quickly in the international shipping space, we rely heavily on our energetic office operations team to keep our daily operations running smoothly.Joining us means being on the ground floor of our Vietnam expansion, supporting a global network, and growing alongside a vibrant, multicultural team.Qualifications & Requirements
  • Education: Bachelor's Degree in Business Administration, Foreign Languages, International Business, or a similar related field.
  • Experience: 1+ years of proven experience as an Executive Assistant, Personal Assistant. Prior experience in a multinational company, logistics, or a startup environment is preferred but not essential.
  • Language Skills: Exceptional communication skills to bridge our international offices. You must possess:
  • Native Vietnamese proficiency.
  • Advanced English proficiency (IELTS 6.0+ or equivalent).
  • Advanced Mandarin proficiency (HSK 5+ or equivalent).
  • Computer Literacy: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and collaborative workspace tools. Comfortable with quickly learning new CRM or logistics software.
  • Soft Skills:
  • Strategic Anticipation: You don't just react; you think three steps ahead.
  • You can anticipate the Country Manager's needs, identify potential roadblocks before they happen, and come to the table with solutions rather than just problems.
  • Extreme Adaptability & Resilience: You thrive in ambiguity. Setting up a new branch means processes won't always be perfect on day one. You must be comfortable navigating a fast-paced, sometimes chaotic startup environment and pivoting quickly when plans change.
  • Cross-Cultural Intelligence: Because you are the bridge between Vietnam, Australia, and China, you must be highly adept at navigating different business cultures, communication styles, and time zones with tact and professionalism.
  • Resourcefulness & Hustle: You possess a "figure-it-out" mentality. If a piece of equipment is delayed or a vendor falls through, you are quick to find a creative, cost-effective workaround solution.
  • High Emotional Intelligence (EQ) & Discretion: You will be privy to highly sensitive financial, strategic, and personnel information. You must possess unshakeable integrity, a high degree of confidentiality, and the ability to read the room during high-stakes meetings.
Key Responsibilities
  • C-Level Administrative Support: Manage the Country Manager's complex calendar, including scheduling high-level meetings, organizing domestic and international travel arrangements, and processing expense reports.
  • Meeting & Project Coordination: Attend executive meetings to take detailed minutes and proactively follow up on critical action items and deliverables.
  • Branch Setup Assistance: Assist the leadership team with local market research, vendor negotiations, and the coordination of licensing and legal paperwork required for our ongoing Vietnam expansion.
o Office Procurement & Fit-out: Assist the Country Manager in scouting commercial real estate, liaising with property agents, and coordinating office fit-outs to ensure the workspace aligns with our energetic company culture.o Legal & Compliance Coordination: Act as the local liaison with external legal counsel, government authorities, and accounting firms to facilitate business registration, licensing, and compliance paperwork.o Vendor Sourcing & Management: Identify, negotiate with, and manage local vendors for essential office services, including IT infrastructure, internet providers, furniture suppliers, and building management.o Foundational HR Support: Support the early stages of local team building by coordinating interviews, assisting with onboarding logistics for new hires, and helping establish local HR and payroll vendor relationships.
  • Market Research: Conduct preliminary groundwork and ad-hoc research on local logistics competitors, market trends, and operational regulations to support the Country Manager's strategic planning.
  • Confidential Document Management: Draft, translate, and organize high-level correspondence, contracts, and internal reports, maintaining the strictest confidentiality regarding financial, HR, and strategic business information.

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