Senior Executive Assistant

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)

Department: Human Resources
Function: Administrative
Experience Level: Mid-Senior Level