Secretary / Personal Assistant

Secretary / Personal AssistantPlease only apply if you are located in Ho Chi Minh City, Vietnam.Language: English & Vietnamese About the SFO: We are a Singapore-based SFO established to execute the principal's investment activities and provide supporting services to select entities. The SFO operates the following key functions: Investment: Advising an affiliated fund to make direct investments across asset classes such as fixed income, equities, derivatives, commodities, real estate, start-ups, hedge funds, private equity funds, venture capital funds, and other funds. Consulting: Providing strategic advisory services to select entities in navigating partnerships, growth strategies, and operational transformations to maximize value.Property Management: Managing the acquisition, asset improvement, leasing, and sale of real estate assets. Concierge: Delivering personalized concierge and lifestyle management services, such as travel coordination, event planning, household management, and day-to-day support. Finance: Handling financial control, procurement, bookkeeping, accounting, human resources, tax, legal, compliance, operations, and information technology for selected entities. Our corporate culture is rooted in a commitment to continuous growth and collaboration. We encourage a dynamic and forward-thinking environment where critical thinking is valued and diverse perspectives are welcomed. We believe that the best solutions come from challenging the status quo and fostering an open dialogue among all team members. We prioritize professional development, providing opportunities for employees to expand their skill sets and grow within the organization. We believe in creating a space where thoughtful debate and constructive feedback drive decision-making to optimize outcomes. Our culture is one of inclusivity, transparency, and mutual respect, where every team member has a voice and plays an integral role in our collective success.For more information, please review our candidate guide: https://docs.google.com/document/d/1q1aZVSxgPvSjdAqN9Za7oN2jy4CY4GOgwOV-lFHL6v8/edit?usp=sharingKey Responsibilities:(a) Executive Support. (i) Schedule meetings, calls, and appointments;(ii) prepare agendas, briefings, minutes, and track action items;(iii) manage correspondence, filing systems, and document control; and(iv) liaise with clients, partners, and service providers with professionalism and discretion.(b) Translation & Communication. (i) Provide real-time interpretation (Vietnamese-English) during meetings and calls;(ii) translate documents, emails, and presentations accurately and promptly; and(iii) ensure tone and terminology reflect business and cultural context.(c) Office & Project Coordination. (i) Maintain contact databases and project trackers;(ii) coordinate meeting, event, and travel logistics; and(iii) support research, data gathering, and vendor management.(d) Document & Technology. (i) Create and maintain spreadsheets, reports, dashboards, and presentations;(ii) maintain shared drives, templates, and document version control; and(iii) utilize productivity tools (e.g., Excel/Google Sheet, PowerPoint/Google Slides, calendar, task/project trackers, etc.) to streamline workflows.(e) Other.(i) Manage the acquisition, asset improvement, leasing, and sale of real estate assets;(ii) coordinate travel, plan events, manage household matters, and provide day-to-day support;(iii) assist in maintaining a strong team culture and smooth operations;(iv) assist in the daily operations of a wide range of business activities;(v) promote and protect the interests of the company; and(vi) perform other ad hoc duties.QualificationsBachelor’s degree preferred, or equivalent experience.3+ years in an executive assistant/secretary/personal assistant role; family office, finance, legal, or professional services experience is a plus.Native or near-native Vietnamese and fluent English (written and spoken); proven translation/interpretation capability.Strong computer skills: MS Office/Google Workspace (Excel/Sheets, PowerPoint/Slides, Word/Docs), calendar and email management; familiarity with task/project tools (e.g., Trello, Asana, Notion) is a plus.Excellent organization, attention to detail, and time management; able to prioritize and meet deadlines.Strong interpersonal skills; professional demeanor with clients and stakeholders.High level of integrity, discretion, and confidentiality.Key CompetenciesProactive problem-solving and follow-throughClear written and verbal communicationCultural sensitivity and client service mindsetOwnership, reliability, and adaptability in a fast-paced settingWork ConditionsOn-site with occasional off-site meetings; some flexibility required for time-sensitive matters.Occasional travel may be required.Competitive compensation commensurate with experience.Language: English & Vietnamese About the SFO: We are a Singapore-based SFO established to execute the principal's investment activities and provide supporting services to select entities. The SFO operates the following key functions: Investment: Advising an affiliated fund to make direct investments across asset classes such as fixed income, equities, derivatives, commodities, real estate, start-ups, hedge funds, private equity funds, venture capital funds, and other funds. Consulting: Providing strategic advisory services to select entities in navigating partnerships, growth strategies, and operational transformations to maximize value.Property Management: Managing the acquisition, asset improvement, leasing, and sale of real estate assets. Concierge: Delivering personalized concierge and lifestyle management services, such as travel coordination, event planning, household management, and day-to-day support. Finance: Handling financial control, procurement, bookkeeping, accounting, human resources, tax, legal, compliance, operations, and information technology for selected entities. Our corporate culture is rooted in a commitment to continuous growth and collaboration. We encourage a dynamic and forward-thinking environment where critical thinking is valued and diverse perspectives are welcomed. We believe that the best solutions come from challenging the status quo and fostering an open dialogue among all team members. We prioritize professional development, providing opportunities for employees to expand their skill sets and grow within the organization. We believe in creating a space where thoughtful debate and constructive feedback drive decision-making to optimize outcomes. Our culture is one of inclusivity, transparency, and mutual respect, where every team member has a voice and plays an integral role in our collective success.For more information, please review our candidate guide: https://docs.google.com/document/d/1q1aZVSxgPvSjdAqN9Za7oN2jy4CY4GOgwOV-lFHL6v8/edit?usp=sharingKey Responsibilities:(a) Executive Support. (i) Schedule meetings, calls, and appointments;(ii) prepare agendas, briefings, minutes, and track action items;(iii) manage correspondence, filing systems, and document control; and(iv) liaise with clients, partners, and service providers with professionalism and discretion.(b) Translation & Communication. (i) Provide real-time interpretation (Vietnamese-English) during meetings and calls;(ii) translate documents, emails, and presentations accurately and promptly; and(iii) ensure tone and terminology reflect business and cultural context.(c) Office & Project Coordination. (i) Maintain contact databases and project trackers;(ii) coordinate meeting, event, and travel logistics; and(iii) support research, data gathering, and vendor management.(d) Document & Technology. (i) Create and maintain spreadsheets, reports, dashboards, and presentations;(ii) maintain shared drives, templates, and document version control; and(iii) utilize productivity tools (e.g., Excel/Google Sheet, PowerPoint/Google Slides, calendar, task/project trackers, etc.) to streamline workflows.(e) Other.(i) Manage the acquisition, asset improvement, leasing, and sale of real estate assets;(ii) coordinate travel, plan events, manage household matters, and provide day-to-day support;(iii) assist in maintaining a strong team culture and smooth operations;(iv) assist in the daily operations of a wide range of business activities;(v) promote and protect the interests of the company; and(vi) perform other ad hoc duties.QualificationsBachelor’s degree preferred, or equivalent experience.3+ years in an executive assistant/secretary/personal assistant role; family office, finance, legal, or professional services experience is a plus.Native or near-native Vietnamese and fluent English (written and spoken); proven translation/interpretation capability.Strong computer skills: MS Office/Google Workspace (Excel/Sheets, PowerPoint/Slides, Word/Docs), calendar and email management; familiarity with task/project tools (e.g., Trello, Asana, Notion) is a plus.Excellent organization, attention to detail, and time management; able to prioritize and meet deadlines.Strong interpersonal skills; professional demeanor with clients and stakeholders.High level of integrity, discretion, and confidentiality.Key CompetenciesProactive problem-solving and follow-throughClear written and verbal communicationCultural sensitivity and client service mindsetOwnership, reliability, and adaptability in a fast-paced settingWork ConditionsOn-site with occasional off-site meetings; some flexibility required for time-sensitive matters.Occasional travel may be required.Competitive compensation commensurate with experience.