Executive Assistant

Career that change Lives

Provide general administrative support to the Vietnam Team and visiting Medtronic executives to ensure that their time is most effectively and efficiently used
Ensure that the Company’s agreed quality standards are maintained with regard to its products, procedures, policies, operations and customer contact
As one of the first point of contact for Medtronic, oversee and manage all aspects of the facilities and office procedures in a professional and polite manner
Manage company (internal) and support cross BUs external events
Assist GM with business analysis, market intelligence (temporary until dedicated HC available )
Be a country contact for communication (temporary until further notice)

A Day in the life

Lead the management of Facilities

Look for cost effective ways to get process improvement to reduce costs and provide a better service to our customers.
Oversee and plan essential central services such as reception, security, maintenance, mail and cleaning of office and warehouse.
Manage and keep record of lease and service contracts for building and services providers.
Investigating availability and suitability of options for new purchases for office and warehouse.
Look for ways to reduce facility operating cost, report and analyse monthly spent. 
Plan and coordinate conferences for the department.
Respond appropriately to emergencies or urgent issues related to the facility as they arise.
Manage all office -related matters for HCMC and Hanoi offices including
Security and safety measures eg. office access cards, etc.
Office environmental health and safety eg. fire drills, first aid box
Renovation projects
Provide general and simple IT and printer support for the Vietnam team
Manage purchase and reorder of office, stationery and pantry supplies
Prepare Purchase Orders / Requisitions using SAP system
Organize and coordinate company activities / meetings like All Employee Meetings, kick-off meetings, and other key activities
Assist with travel arrangements as required
Coordinate to prepare facilities for new employees
Meeting and training administration support like logistics, room set-up, catering, meeting materials

Executive Assistance to Country Director

Coordinate and maintain calendar of Country Director; schedule, initiate and revise entries for meetings, appointments, travel, etc., and assist in prioritizing activities.
Coordinate collection and preparation of operating reports, budget expenditures and statistical reports or data as required
Perform special projects as needed, and other duties as assigned
Supervise team of Reception/ Admin ( including Hanoi EA)
Be a country contact for communication ( work with C1 Com. Leader for specific project on communication) and support Country Director for internal /external correspondence /communication.
Support Country Director to have snapshot sales report daily and do business analysis market intelligence analysis , company performance ( incorporate finance report) for monthly local leadership team meeting.

Innovation & Complexity

Problems and issues faced are difficult, and may require understanding of multiple issues, job areas or specialties
Makes improvements of processes, systems or products to enhance performance of the job area
 
Communication & Influence

Communicates with senior internal and external customers and vendors

Must Have
 
Requires advanced knowledge of job area combining breadth and depth, typically obtained through advanced education combined with experience
Typically requires a University Degree with 4-7 of relevant experience or an Advanced degree with a minimum of 2 years relevant experience

Nice to Have

ell-developed communication skills (both written and verbal), excellent telephone manners and high level of diplomacy
Customer focused, patient and mature outlook in dealing with people
Good problem solving skill and able to exercise consideration and initiative in arranging duties
Ability, willingness and adaptability to handle additional duties when required
Strong team player
Ability to work autonomously and under limited supervision
Outgoing, enthusiastic and friendly
Highly organized with excellent time management skills
High level of initiative, confident, “can do” attitude
Professional presentation
Ability to maintain confidentiality and discretion
Detailed with accuracy

Proven Medtronic Leadership Expectations

Shape- Demonstrates global business acumen, thinks critically and makes sound decisions, sets strategic direction

Engage- Collaborates and creates alignment; attracts, deploys, and develops talent; fosters diversity and inclusion

Innovate- Focuses on patient and customer, generates breakthrough ideas, initiates and leads change

Achieve- Sets high standards, instills operational excellence, drives accountability, models ethical behavior

- Healthcare Insurance for you and your family
- Extensive training and development programs
- Flexible working

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