Executive Assistant to CEO

The Executive Assistant to the CEO is a strategic support role sitting at the heart of Headhunt Vietnam’s leadership. You will serve as the primary operational partner to Hoang Nam, CEO, enabling him to focus on business development, client relationships, and strategic growth. This role demands exceptional discretion, sharp commercial awareness, and the ability to operate across multiple time zones and stakeholder landscapes simultaneously.

1. CEO Calendar & Travel Management

• Own and manage the CEO’s full calendar — scheduling client meetings, board calls, internal reviews, and speaking engagements with zero conflicts
• Coordinate all domestic and international travel: flights, hotels, ground transport, visa requirements, and detailed itineraries
• Prepare pre-meeting briefings so the CEO is fully informed ahead of every engagement
• Manage time zones across markets including Vietnam, US, EU, and Asia-Pacific

2. Business Development Support

• Support client outreach and follow-up: draft pitch materials, proposal summaries, and executive correspondence on behalf of the CEO
• Coordinate with the BD team to track leads, meetings, and pipeline milestones in the CRM
• Prepare client presentation packs, capability decks, and company profiles for new business meetings
• Research target companies and key decision-makers ahead of CEO client engagements
• Liaise with MNC and international client contacts professionally, representing the CEO’s office at all times

3. Internal Operations & Reporting

• Act as the communication hub between the CEO and internal department heads (Retain Search, Payroll, Finance, HR)
• Prepare weekly/monthly CEO dashboards, team performance updates, and board-level reports
• Track strategic project milestones and ensure action items from leadership meetings are followed through
• Manage confidential documents, contracts, and agreements — maintaining an organised and accessible filing system
• Coordinate company events, team offsites, and executive dinners as required

4. Confidential Research & Intelligence

• Conduct market research on target sectors, competitor activity, and talent landscape trends relevant to the CEO’s BD agenda
• Compile intelligence briefs on prospective clients, including company background, leadership profiles, and business priorities
• Support candidate research tasks delegated by the CEO — LinkedIn sourcing, profile summaries, and background checks
• Handle all sensitive CEO-level communications and information with the highest degree of confidentiality

• 5+ years as an Executive Assistant, Personal Assistant, or Chief of Staff — ideally supporting a C-level executive
• Experience in a professional services firm (executive search, consulting, financial services, or legal) strongly preferred
• Proven track record managing complex multi-stakeholder environments

• Exceptional organisational skills with meticulous attention to detail
• Strong written and spoken English — able to draft CEO-level correspondence independently
• Commercially minded with the ability to understand business development priorities
• High emotional intelligence and professional gravitas when representing the CEO externally
• Proactive problem-solver who anticipates needs rather than waiting to be asked
• Discreet and trustworthy with sensitive client and commercial information
• Proficient in Microsoft Office 365, Google Workspace, CRM tools, and project management platforms