Administrative Assistant to CEO

Administrative Assistant to CEO

Full Time

40-50 hours per week, may need to join occasional calls on international time zones.

About the Company

Helix International is an enterprise software platform and managed services organization headquartered in the US with seven global offices, 120 global employees, and 70 active clients. Helix International provides enterprise content management and migration solutions for hundreds of companies, primarily in the finance, insurance, healthcare, retail, and media industries. Many of our clients are Fortune 500 companies, including leading banks, hospitals, and government organizations.

Our proprietary MARS (Massive Archival Retrieval System) software platform is at the core of our offering, an ecosystem of 6 core enterprise products and more than 70 proprietary source extractors and APIs. Built on over three decades of extensive industry experience and deep product knowledge, MARS automates and streamlines the detection, extraction, normalization, organization, transformation, and migration of hundreds of petabytes of data from across thousands of sources. By leveraging a combination of artificial intelligence, machine learning, and byte offset technologies, MARS converts unstructured data into new structured documents and reports, to and from any source and destination, and to and from any format, including proprietary filetypes, print streams, database outputs, physical documents, and ages old legacy storage devices.

Helix International is the partner of choice of the biggest names in Big Tech for ECM (Enterprise Content Management), ETL (Extract, Transform, Load), and ESB (Enterprise Serial Bus)projects. With more than 500 projects completed and a 100% success rate, we have been leading the Enterprise Content Management industry for more than 30years.

About the Position

Helix International has an immediate job opening for an enthusiastic executive administrative assistant to our CEO. Our global organization is an environment where you can learn, travel, and be part of a tightly knit international family.

Roles and Responsibilities

  • Act as the point of contact between Helix executives and internal/external clients and stakeholders
  • Travel with CEO domestically (Vietnam) and internationally
  • Work while traveling (in a car or other vehicle without motion sickness)
  • Receive calls, take messages, and route correspondence
  • Organize and prioritize email and other correspondence
  • Handle requests and queries appropriately
  • Maintain calendar, arrange meetings and appointments, and provide reminders
  • Create, organize, and maintain notes on meetings, calls, and ongoing projects
  • Plan and attend networking events
  • Develop Statements of Work (SOWs) for new business opportunities
  • Make travel arrangements
  • Take dictation and minutes and accurately enter data
  • Monitor office supplies and research advantageous deals or suppliers
  • Develop and maintain efficient documentation and filing system

Must Have:

  • Multi-tasking abilities
  • Self-motivated/high initiative
  • Organized
  • Good written and oral communication skills, including professional level fluency in English
  • Attention to detail
  • Computer proficiency (MS Office, Outlook, PowerPoint, Excel, and Word)
  • In-person social networking experience: planning events, small gatherings, and travel
  • Driver's license (car and motorbike) in Vietnam (additional countries is a plus)
  • Currently have a US visa and eligible to work in the US
  • Work by Eastern Standard Time (EST, GMT-5) work hours
  • Willing to eventually relocate to work in the US at our head office in Grand Rapids, Michigan

Good to Have

  • Experience working in an IT sector company, or providing services to IT companies
  • Experience and preference working in a competitive and fast-paced environment
  • Bachelor's degree or higher

Required Documents

  1. CV / Resume
  2. Personal bio (example:
  3. Professional photo (example:

To Apply

Please email CV and supporting materials to our HR Manager Ms. Huong at:

Or via the application form below:

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