Senior Executive Assistant

I. COMPANY OVERVIEW

Next Level Services (NLS) is navigating a critical phase of transformation as we work toward becoming a leading lifestyle company. As a key player in Vietnam's nightlife and F&B industry, we are building an integrated ecosystem that delivers exceptional customer experiences through nightlife venues, dining concepts, and lifestyle services. We are building a strong foundation for scale and looking for reliable and detail-oriented individuals to join us on this journey.

II. JOB OBJECTIVE

• Enable the VP of Product & Strategy to stay focused on top priorities and maximize impact.
• Ensure efficiency in schedules, meetings, and project follow-ups while keeping the VP updated and prepared.
• Act as a trusted partner who is proactive, sharp, logical, and people-sensitive, able to foresee needs, manage details, and create structure that drives results.

III. ROLES AND RESPONSIBILITIES

1. Manage Schedules and Priorities

• Organize and optimize the VPs calendar, ensuring balance between productivity and recovery time.
• Anticipate upcoming priorities and prepare materials in advance.
• Filter and suggest which meetings are necessary, declining those are not to keep focus on core outcomes.

2. Drive Efficiency in Meetings & Follow-ups

• Attend WIP and other key meetings; capture clear minutes, action items, and outcomes.
• Schedule and coordinate follow-up meetings with responsible PICs, and ensure deadlines are met with proper follow-through.
• Move from weekly to bi-weekly reviews where appropriate, ensuring past discussions are revisited and outcomes are assessed.

3. Communication, Documentation & Data Insights Support

• Act as liaison between VP and cross-functional teams; ensure clarity and timeliness in communication.
• Provide data and rationale to support VP discussions with Sales, GMs, and other stakeholders.
• Analyze outlet performance (revenue, product quality, customer experience) to identify trends and insights.
• Draft and organize emails, reports, and presentations with precision and logic.

4. Leadership Support & Human Care

• Early identification and escalation of team morale or performance concerns.
• Suggested solutions or interventions for potential challenges within teams.
• Well-prepared and initiate contexts for team bonding, brainstorming, and alignment sessions.
• Smooth adaptation of VP communication to diverse stakeholder working styles.
• Understand individual work styles (Marketing, Project, Entertainment, etc.) and adapt communication accordingly.

5. Project Support & Tracking

• Updated project tracking reports showing progress, risks, and upcoming decisions.
• Break down complex initiatives into smaller, trackable steps for efficient execution.
• Timely alert the VP of risks, delays, or critical decision points.

6. Personal & Family Support

• Seamless coordination of the VPs personal and family-related arrangements.
• No disruption to VP productivity due to personal scheduling conflicts.
• Confidential matters handled with discretion and professionalism.

6. Others

• Handle ad-hoc tasks assigned by the VP.

IV. REQUIREMENTS

• Proactive, and reliable; anticipates needs, and takes initiative without waiting for instructions.
• Sharp & logical thinking able to prioritize, structure tasks, and filter out unnecessary work or meetings.
• People sensitivity observes team dynamics, cares about individual well-being, and adapts to different working styles.

Required Experience

• 35 years of experience as an Executive Assistant, Senior Coordinator, or in a strategic support role (preferably supporting senior leadership).
• Proven track record in calendar and project management, meeting documentation, and follow-up execution.
• Experience in data handling, reporting, or providing analytical support to decision-makers.
• Exposure to cross-functional collaboration with senior stakeholders (Sales, Marketing, Operations, etc.).
• Strong proficiency in Microsoft Office (Excel, PowerPoint, Outlook) and comfort with handling numbers and reports.
• Bachelors degree in Business, Management, or related field.

V. WHAT WE OFFER

• Direct exposure to senior leadership and strategy execution.
• Work in a dynamic and fast-scaling lifestyle company.
• Competitive salary and benefits, including 13th-month bonus.
• Annual team-building, year-end party, and employee engagement activities.