Executive/Team Assistant

About the Position

EmbedIT is a rapidly growing company. In this role, you will act as the highly-trusted Executive Assistant to your Line Manager, overseeing the office operations in collaboration with colleagues and many other stakeholders. You should have perfect English, strong exposure to cross-cultural working environments, and perfect knowledge of the required administrative processes in the company.

Responsibilities

• Manage the Head of Division’s calendar and meeting coordination
• Organize internal and external meetings, including documentation and meeting minutes
• Coordinate domestic and international business travel arrangements
• Manage expatriate-related administration in cooperation with external agencies
• Coordinate office operations including seating plans, meeting rooms, office supplies, and mail distribution
• Manage facility and office vendor coordination, procurement administration, budget tracking, and invoice processing
• Organize company events, offsite activities, and team-building coordination
• Track deadlines, follow-ups, and submission status for management-related tasks
• Prepare, format, and proofread presentations, reports, and business documents
• Maintain division organizational charts and administrative records
• Coordinate assistant back-up coverage and operational continuity
• Handle ad-hoc operational and administrative requests from leadership
• Work closely with division leadership on executive coordination and business support activities
• Cooperate with CZ-based Business Analyst teams and regional stakeholders on cross-border coordination
• Coordinate with Human Resources, Finance, Accounting, Facility, End User Support, and L&D teams on operational activities
• Support onboarding, offboarding, contract extension, and external employee administration processes
• Coordinate with travel agencies, vendors, suppliers, and external partners
• Support communication and coordination with external law firms and compliance-related stakeholders across Asia
• Participate in meetings with Vietnamese and international counterparts when required
• Support bilingual communication between Vietnamese and international stakeholders
• Support preparation and review of English and Vietnamese business documents
• Support interpretation and translation activities during meetings and discussions when required
• Support leadership with follow-up coordination across departments and stakeholders
• Support reporting, presentation preparation, and business documentation activities
• Support training coordination and internal communication activities
• Support business operations and administrative improvement initiatives as needed

Requirements

• Educational background in Business Administration or a related field, preferably from an English-taught program or international education environment
• Minimum 2 years of experience in executive assistant, business assistant, administrative coordination, or team support roles
• Experience supporting expatriates or foreign employees in Vietnam
• Experience working in multinational or international business environments
• Advanced proficiency in Microsoft Office ecosystem
• English proficiency at minimum B2 level; C1 preferred
• Strong organizational, multitasking, and prioritization skills
• High level of reliability, independence, and attention to detail
• Strong interpersonal and stakeholder management skills
• Ability to handle sensitive information with professionalism and discretion

Nice to Have

• Familiarity with project management tools (e.g., Jira, Trello, Miro)
• Awareness of IT project workflows and terminology
• Knowledge of additional collaboration tools and software
• Experience in project management/coordination or related field
• Knowledge and ability to do data reporting (Power BI)
• Experience with bilingual English-Vietnamese interpreting and translation
• Experience with (non-legal) work in English-speaking law firm is a plus

We Offer

• Competitive compensation package including base salary, 15-18 days of annual leave, 13th-month salary, and performance bonuses.
• Premium healthcare insurance, 24/7 accident coverage, and annual health checkups.
• Hybrid and flexible working setup that supports work-life balance.
• Extra perks including meal allowance, phone allowance, company laptop, and parking support.
• 20+ years of engineering expertise delivering large-scale IT transformation and fintech solutions.
• Impact platforms used by 140M+ users across Europe and Asia.
• Join a 500+ global engineering community working across 8 time zones.
• Build and scale modern systems with 2700+ services running on Kubernetes and cloud-native architectures.
• Work in a truly international environment, collaborating with teams across Czech Republic and APAC.

About the Company

Our company is a dynamic fusion of innovation, skill, and vision, dedicated to transforming industries through technology. In this landscape, your unique talents and perspective are the keys to our collective success, contributing to groundbreaking solutions and strategies. Here, you're not just a part of the team; you're a vital contributor to a journey of continuous improvement and exceptional results. Join us, and let's shape the future together, where your growth is an integral part of our shared story.

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