Executive Assistant + AI Retreat Coordinator

About the Role

We're looking for a personable, charismatic, and highly organized Executive Assistant to work directly with our founder and help run the day-to-day operations of the business. This is not a traditional EA role: you'll use AI tools as the core of how you work, and you'll take the lead on planning and running our AI retreats, workshops, and team activities.

It's ideal for someone who genuinely enjoys working with people, takes initiative, and can confidently own administrative responsibilities while building strong relationships with clients, vendors, and partners.

What You'll Do

AI-first ways of working

• Use AI tools (ChatGPT, Claude, Gemini, Canva AI, and others) as your primary workflow — daily, not as an afterthought.
• Help bring an AI-forward mindset to how the founder and the wider team operate.

AI retreats, events & activities

• Plan and coordinate company events such as AI workshops, retreats, and team activities end to end.
• Research and book venues, accommodation, transport, catering, and activities.
• Build itineraries, checklists, guest lists, and event materials.

Executive support

• Manage the founder's calendar, appointments, meetings, and daily schedule.
• Coordinate travel arrangements, reservations, and itineraries.
• Prepare documents, reports, presentations, meeting notes, and correspondence.
• Organize files, records, contracts, invoices, and other administrative documents.
• Assist the founder with personal and professional tasks as needed.

What We're Looking For

• 2–3 years of experience as an Executive Assistant, Administrative Assistant, Event or Retreat Coordinator, or in a similar role.
• Hands-on, daily experience with AI tools (ChatGPT, Claude, Gemini, Canva AI, etc.) — you already use them, not occasionally, but as part of how you work.
• Fluency in English and Vietnamese, with excellent verbal and written communication.
• Strong organizational, time-management, problem-solving skills and sharp attention to detail.
• Confident, friendly, and professional when interacting with clients and vendors.
• Able to juggle multiple tasks and shifting priorities.
• Proactive, dependable, resourceful, and comfortable working independently.
• Willing to work flexible hours when needed and happy in a remote-first setup.
• Experience coordinating travel, events, retreats, or hospitality is a strong plus.

What We Offer

• Competitive salary plus performance bonus.
• Remote-first work, with in-office days when requested.
• Monthly allowance.
• Fully paid compulsory insurance after probation.
• Premium healthcare after probation.
• 12 paid days off.
• The chance to work onsite with international clients and peers.
• Internal and external training, sponsored by the company.