Assistant to Director

Job Overview And Responsibility

a- Position, Mission, Challenges, Opportunities: Assistant to Director The primary mission of the Assistant to Director is to create the best and most sustainable conditions for the Managing Director's work, the happiness of the team, and the overall development of the company. This role is a cornerstone for ensuring smooth and efficient operations, both internally and externally. The Assistant to the Director is a strategic employee dedicated to enabling the General Director to achieve peak performance. The core mission is to act as a force multiplier, ensuring the company operates efficiently, is well-organized, and is always moving toward its strategic goals. This role requires a mindset focused on solutions and results, not on ego. This position is for someone who is committed to a long-term partnership, with a minimum 3 to 5 years commitment, and is dedicated to creating a positive and productive environment for both the Director and the entire Kobi Lighting studio team. The Assistant to the Director will work closely with the Back Office and Operations Leader, ensuring a constructive and complementary relationship. This collaboration is designed to create the perfect conditions for the Managing Director to save time and energy on day-to-day operations. This freed-up time and energy will then be redirected by the MD toward - from Q4 2025 - for strengthening Kobi's business presence and leadership in Southeast Asia (1) , deploying the company overseas (2), focusing on innovation (3), and elevating Kobi's global recognition and expertise (4). A. Strategic & Administrative Support: 1. Tender: Project Tender Preparation and Coordination: Lead the preparation of all project tenders and offers, working closely with the Managing Director to align with strategic goals and market timelines. Contract Management: Draft, prepare, and track all client contracts and agreements, ensuring they protect company interests. Payment Follow-Up: Proactively manage payments, track due dates, and lead debt recovery actions. Budgeting & Expenditures: Assist in creating project budgets, tracking all expenditures, and preparing financial documents for the accountant to optimize company costs. 2. Coordination & Communication Create and animate a strong Operational Routine, a Kobi with & between teams and departments. Internal & External Coordination: Serve as a key point of contact for all clients, partners, and internal departments. Meeting Coordination: Prepare, update, and verify the Managing Director's schedule. Coordinate and prepare all materials for internal and external meetings. Strategic Alliances: Support the Managing Director in maintaining and developing strategic alliances and partnerships. Proactively questions and raises issues/solutions to the Managing Director for his understanding and final decision 3. Prospecting Logistical Support: Create the necessary logistical and planning conditions for the Managing Director to perform efficient and targeted prospecting actions. Meeting Scheduling: Plan and schedule all meetings with new prospects/partners/clients, ensuring all necessary materials are prepared in advance. 4. Securing our development: Securing and protecting the Managing Director & Company's interests in its development and for its success. B. Operational Excellence & Team Development 5. Legal works & Compliance tracking Legal Agreement Drafting: Prepare legal agreements that protect the company's interests and ensure compliance with all relevant regulations. Compliance Oversight: Ensure and track perfect compliance of agreements between all parties, both externally with clients and internally with the team. Problem Resolution: Proactively lead internal actions to prevent non-compliance and external actions to ensure strong client compliance. 6. Human Resources HR Administration: Support the Managing Director with all HR-related actions and documentation. Inductions & Development: Understand and animate staff inductions. Assist with Human Resources development, including the preparation of all HR-related documents. Policy Adherence: Closely follow up on Kobi's adherence to office regulations, ensuring a compliant and positive work environment. 7. Office & Administration Works General Office Management: Manage Office organization, as well as all administrative functions, to ensure smooth and efficient operations. This includes internal office management support and ensuring the organization meets its performance goals. Daily Tasks: Perform standard administrative duties such as typing, copying, translating, and scanning. 8. Finance & Accounting Financial Document Preparation: Prepare all financial documents for issuance to the accountant. Cost Optimization: Ensure strong tracking of expenses to reduce and optimize company costs. Payment & Recovery: Lead the follow-up and recovery of all payments from clients. 9. Communication & Reporting Proactive Communication: Ensure a high standard of communication both internally and externally. Reporting & Planning (reflecting on Google Calendar) Daily: Provide a short morning brief confirming the key priority actions of the day and an end-of-day short recap to the Managing Director Weekly: Prepare and lead weekly reviews and planning sessions: EMET, IMET, WS, Tasks. Quarterly targets: Prepare quarterly reviews and strategic planning documents. Translation: Perform necessary translations for the Managing Director to facilitate follow-up and decision-making. 10. Vietnam Office Processes, Procedures, Templates, Tools Process Implementation: Ensure all Quality Processes and Procedures are correctly implemented and followed across the team. Continuous Improvement: Proactively upgrade company processes, procedures, templates, and tools to enhance efficiency and maintain high organizational standards. Cross-Departmental Coordination: Work with the Managing Director and other managers to sustain and improve programs and services, ensuring high organizational standards are met within the Vietnamese studio.