Executive Personal Assistant

2 weeks ago

Da Nang City, Vietnam 6889d5c3-59a7-4b61-a657-e699401d3d79 Full time $35,000 - $60,000 per year

Executive Assistant (Primary) — Hybrid, Đà Nẵng, Vietnam

Company: Standard Fencing (Toronto, Canada)

Type: Full-time · Hybrid (home + on-site/meetings) · Reports to: Founder/CEO (EST overlap)

Role Purpose

Be the founder's trusted right hand: run the calendar, communications, travel, documents, and follow-through. Secondarily, assist with supplier outreach/translation and occasional factory visits in Vietnam.

Core Responsibilities (≈75–85% EA)

Calendar & time-zones: Own the CEO's schedule; block buffers; prepare day briefs; coordinate internal/external meetings across EST/VN.

Inbox & comms: Draft/reply to emails and messages; summarize threads; maintain action lists; escalate by priority.

Meeting ops: Prepare agendas, research briefs, and decision memos; take minutes; track outcomes in task tools.

Travel & logistics: Plan flights/hotels/ground; create itineraries; handle visas, per diems, reimbursements.

Document control: Format proposals, NDAs, agreements; maintain organized Drive folders; version control.

Follow-through: Drive tasks to done with owners/dates; send nudges; report status daily/weekly.

Translation (EN⇄VN): Interpret live on calls; translate emails and short docs when needed.

Secondary Responsibilities (≈15–25% Sourcing Support)

Supplier outreach (VN focus): Send intro/RFQ emails (EN/VN); collect specs/MOQs/lead times; maintain a light supplier tracker.

Supplier meetings/visits (as needed): Coordinate agendas, attend for interpretation, capture photos/notes, compile visit summaries.

Light logistics: Coordinate samples and basic courier/forwarder details with the team.

KPIs (first 90 days)

EA cadence: ≥95% meetings prepared with briefs; ≤1 scheduling miss/month; daily EOD summary.

Execution: ≥90% tasks closed by due date; clear weekly priorities submitted on time.

Docs & comms quality: ≤2 edits per major doc; response-time SLA met during overlap.

Sourcing support (secondary): 10–15 supplier contacts logged; 3–5 formal quotes organized; 2–4 visit reports (if applicable).

Must-Have Qualifications

Based in Đà Nẵng (or willing to relocate); able to travel within VN occasionally.

Bilingual Vietnamese & English (professional writing + live interpretation).

2–4+ years in Executive Assistant / Operations supporting senior leadership.

Strong with Google Workspace (Docs/Sheets/Calendar/Drive), task tools

Exceptional organization, confidentiality, judgment, and written tone.

Nice-to-Have

Experience supporting sourcing/procurement or factory visits.

Basic Sheets skills (filters/LOOKUP), photo/video for documentation.

Familiarity with CRMs (GoHighLevel helpful).

Work Setup & Schedule

Hybrid: home + meetings/errands/site visits.

Core VN hours with 1–3 hrs/day EST overlap (flexible); occasional evening calls.

Company covers approved travel; phone/data stipend; laptop if needed.

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