Role description

• Type of contract: Full-time

• Place of work:

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 collabration with colleagues and many other stakeholders. You should have perfect English, strong exposure to cross-cultural working environments, andperfect knowledge of the required administrative processes in the company.

About the role

• 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
   

  What we are looking for

• 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 

Join EmbedIT and enjoy

• 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.