Job description for Business Operations & Executive Assistant at Ecombest LLC
JOB DESCRIPTION
Strategic Project Coordination
- Support the CEO in planning and coordinating strategic initiatives and company-wide projects.
- Monitor project timelines, milestones, risks, and dependencies.
- Coordinate with department heads to ensure project execution stays on track.
- Prepare regular project status reports for the CEO.
Executive Reporting & Business Analytics
- Consolidate business reports from different departments.
- Prepare daily, weekly, and monthly executive reports and dashboards.
- Track key business metrics and identify operational issues requiring management attention.
- Support the CEO by organizing information for business reviews and decision-making.
Cross-functional Coordination
- Act as the communication bridge between the CEO and internal departments.
- Follow up on company objectives, management decisions, and executive action plans.
- Coordinate cross-functional meetings and facilitate issue resolution.
- Ensure accountability and timely completion of assigned tasks across departments.
Process & Documentation Management
- Maintain executive documentation, policies, meeting records, and confidential files.
- Develop and improve internal documentation, SOPs, and executive workflows.
- Support the implementation of productivity tools, AI solutions, and operational improvements within the CEO Office.
Executive Operations
- Manage the CEO’s calendar, meetings, business travel, and daily priorities.
- Prepare meeting agendas, presentation materials, reports, and briefing documents.
- Record meeting minutes, track action items, and follow up with stakeholders to ensure timely execution.
- Coordinate internal communications and support the CEO in daily operational activities.
REQUIREMENTS
Must-have
- Bachelor's degree in Business Administration, Economics, Project Management, Management Information Systems, or a related field.
- At least 3–5 years of experience as an Executive Assistant, Project Coordinator, PMO, Business Operations, Business Analyst, or in a similar role.
- Strong organizational, planning, and project coordination skills, with the ability to manage multiple priorities.
- Strong analytical and problem-solving skills, with the ability to prepare executive-level reports and business insights.
- Excellent communication and stakeholder management skills across cross-functional teams.
- Proficient in Microsoft Excel, Google Sheets, PowerPoint, Google Slides, and other productivity tools.
- High level of integrity, professionalism, discretion, and accountability when handling confidential information.
- Proactive, detail-oriented, adaptable, and able to thrive in a fast-paced environment.
Nice-to-have
- Experience with project management platforms such as ClickUp, Notion, Lark, Asana, or Jira.
- Good written and verbal English communication skills.
BENEFITS
Income
- Salary: negotiable based on ability.
- 13th-month salary.
Working Environment
- Young, dynamic workplace.
- Clean, modern, well-equipped office with shared areas such as gaming room, pantry, etc.
- Opportunity to work in the fast-growing e-commerce industry, in a youthful and energetic environment with supportive mentors. Great chance to learn, grow, and build a long-term career with the company.
Other Benefits
- Annual health check-ups.
- Gifts provided on special occasions: Lunar New Year, Mid-Autumn Festival, Vietnamese Women’s Day, International Women’s Day, Christmas, birthdays, year-end, along with various team bonding activities throughout the year.
- Parking allowance and daily tea break (coffee, tea, milk, snacks, sweets, etc.).
- Full participation in statutory insurance (social, health, unemployment) in accordance with regulations.
- Public holidays and 12 days of annual leave per year as per policy.
- Team-building activities and exciting company events.
- Structured onboarding and training programs.
- Company-provided equipment, including a PC and drawing tablet (for Designers) for office work.
WORKING HOURS
- Monday to Friday, plus 2 Saturdays per month (alternating).
- Working time: 08:30 – 17:45 (lunch break 12:15 – 13:30).
