Senior Executive Assistant

Job description

A.

Assist GM & LTs in business works

Responsible for maximizing efficiency and effectiveness of all administrative works: daily/weekly/monthly business schedule, meeting arrangement on timing & logistics, visa application, business trip accommodation and traveling arrangement, T&E claim…. Cooperate with related functions & consolidate data to make the regular report (daily/ weekly/ monthly) as requested, prepare presentations (LTs Meetings, AOP, Projects etc.), meeting minutes for LTs meetings other paperwork tasks, draft the communication for various topics (org changes, leadership guidances, etc) Support GM/LTs to review and check Recommendation before getting the approval to comply with policies and highlight with exceptional case.

Notify & announce LTs decisions to relating people. Other administrative works to meet LTs needs and comply with the company’s requirements. Calendar Management for leaders Receive activities request Make reasonable adjustment and proposal for a smooth day to day engagement B.

Coordinator for Admin Logistic & Legal

Manage and booking flight tickets / hotel/ visa for business trips for all Users Manage & payment Mobifone/Vinafone and telephone services of Long Hau Manage & arrange layout of the meeting room for workshop/event in Long Hau Organize for visit trips, meetings at national/regional scope: offsite meeting; team building by being in charge of logistics arrangement: venue selection within budget; contracting process; propose the program agenda & satisfaction survey.

Coordinate with Function Heads to find out the training course within budget; process contract as guideline; schedule training and arranged logistics for team. Support team on administration for meeting arrangement and any business relative request Follow company policies & processes.

• Support team members at locations by printing, follow and get documents approval from LTs Legal document management Arrange POA; Notarized documents
• Organize meetings, including scheduling, sending reminders and organizing catering when necessary
• Coordinate with participants to schedule the meeting
• Create the meeting template, work with leaders on the high level content, and work with relative stakeholders to prepare the details
• Coordinate the logistics needed for the meetings
• Take note for some requested meetings Send out the meeting minutes
• Follow up on the action required Organized event: Management meeting, Dinner party, welcome party, farewell party, birthday party, regional/VIP visting.... for LTs C.

Birthday & Recognition program

Manage & deliver Birthday gift for all Users ( one time/month >> within 03 days) Manage & deliver vouchers of Thank you program ( one time/month) D.

Others

Ad-hoc assigned by LTs or Admin Manager Support CSR activities (Customer Social Relation)

Qualifications

Education

Bachelor’s degree in relevant major Functional expertise (experiences, functional skills): Technical/ finance background preferable Strong communication skills in both English and Vietnamese Well-organized CSR knowledge Administrative experience (2-3 years)