Assistant to Director
Assistant Account Management Account Management Assistant Communications Support Administrative task Project Management Client Relations Time Management
Salary
Location
Benefits
Extra health insurance
Yearly salary review
Other benefits
Job Overview And Responsibility
About Kobi Lighting Studio Kobi Lighting Studio is a French start-up based in Saigon, founded with the vision to compose with Light & Darkness to better people’s lives, optimize organization efficiency, and prevent light pollution. We are guided by ethics, respect for life and freedom. Our dream for light is to make it as fair as possible, diffusing the real light while creating emotion and pleasure. Our team is involved in designing projects in Asia, Europe ,and Africa. As the Assistant to the Director, you will play a crucial role in preparing Lighting tenders, managing contracts and payments, and ensuring smooth business operations and customer care. You will be involved in the studio development, handling challenges independently, managing both internal and client-facing responsibilities, and ensuring projects run efficiently. This role requires someone smart and loyal in search of meaning by joining a C.S.R. entrepreneurial project and with an international mindset. You will need strong problem-solving skills, an eye for detail, and the ability to navigate complex administrative and project challenges. Administrative & Business Support: - Manage the director’s schedule, set up meetings, and handle correspondence professionally. - Draft, review, and manage contracts, tenders, and legal documents related to projects and client agreements. - Monitor project payments, invoicing, and financial transactions, ensuring accuracy and timeliness. - Prepare reports, presentations, and other documents in Vietnamese and English. - Organize and maintain files, databases, and official records. - Handle travel arrangements and logistics for the director. - Ensure that internal processes and quality procedures are duly followed. Project & Operations Management: - Lead and coordinate tenders, contracts, and procurement processes, ensuring compliance and efficiency. - Identify and resolve project issues, working closely with the director. - Track and oversee project budgets, expenses, and financial reports. - Assist in reviewing project documents, drawings, and technical specifications for compliance with agreements. - Liaise with suppliers, contractors, and stakeholders to ensure smooth project execution and office operations. Client & Partner Communication: - Act as a key liaison between the director, business & operation leader, and regional clients, ensuring smooth communication and issue resolution. - Manage correspondence and negotiate with clients, suppliers, and service providers. - Translate and interpret during meetings and draft business documents in Vietnamese and English. - Represent the director in meetings with local and regional clients, summarizing discussions and action points. General Office & Team Support: - Ensure the office operates efficiently, managing vendors, suppliers, and service providers. - Assist in organizing company events, training sessions, and team activities. - Maintain office supplies and oversee procurement processes.
Required Skills and Experience
- Smart, loyal, and internationally-minded individual who can handle challenges independently. - 2 to 3+ years of experience as an executive assistant, project coordinator, or similar role. - Strong knowledge of contracts, tenders, and financial processes (payments, invoicing, etc.). - Fluent in Vietnamese & English (spoken and written) to communicate effectively with both local and international clients. - Highly organized, detail-oriented, and proactive in problem-solving. - Able to handle negotiations and resolve business challenges with professionalism. - Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Why Candidate should apply this position
- Work in a multicultural team with international exposure. - Take on real responsibility, leading contract, tender, and payment management. - Gain experience in lighting design, project coordination, and business operations. - Collaborate with foreign clients (50% international client base). - Social insurance as per labor law. - Private health insurance for performance and long-term commitment. - Training and career growth opportunities in a fast-moving startup.
Preferred skills and experiences
- Background in architecture, lighting design, interior design, or construction is an advantage but not required. - Knowledge of AutoCAD, Adobe Suite, or contract management software is a plus.
Report to
Director
Interview process
1st round: Online with Director, 2nd interview: At office with director and Business & Operation Manager
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