Executive Assistant to Managing Director [Very Challenging]

Objective: To act in the dedicated interest of the Managing Director and BOD’s time and energy. To bridge the communication gap between the MD and the rest of the team, to support the workflow of the MD and to provide administrative support on new culture setting, procedure implementation, policies, travels, personal tasks and other projects of priority. To manage projects of priority and to represent the Board of Directors in a legal capacity with external parties when necessary.

Currently, the company is undergoing a significant culture shift from a family run operation to a corporate operation. The Executive Manager plays a pivotal role of initiating the change by leading an example of accountability, structure and integrity.

Reports to: Managing Director
( https://event.forbesvietnam.com/speaker/crystal-lam/
https://forbesvietnam.com.vn/doanh-nghiep/10-nu-doanh-nhan-ke-nghiep-2380.html )
Supervises: No direct reports, but will have overview of all
Location: Near Ho Chi Minh City, Vietnam
Language: Fluency in Vietnamese and written English

Job Description

Key role of the Executive Assistant is to maintain support the workflow between the Managing Director and the team. The successful candidate must have a “can do” attitude to help manage the daily operations of the company as Executive Assistant to the Managing Director. Strong candidate is process-minded, expert at re-organizing data in an easy to read format, juggling multiple projects at the same time and clear in communication. Able to offer new ideas for process improvement and to think creatively and quickly for problem solving.

Primary Responsibilities
The Executive Assistant is responsible for all administrative functions. These include, but are not limited to the following areas:

1. Representative and Administrative support for Managing Director and Board of Directors
• Represent the Managing Director and BOD’s interest in all interactions within the company
• Manage the BOD’s calendar, travel and maintains consistent and clear communication between BOD and the team on significant matters
• Arrange meetings called by BOD and record meeting meetings as well as maintain in chronological order
• Prepare/compose correspondence, presentations, memorandum, and reports in a timely and efficient manner.
• Receive and review reports submitted from relevant departments, highlighting the areas that require BOD’s attention.
• Preform administrative work, including filing, faxing, sending out mail, processing incoming mail, for BOD
• Manage work and personal related matters for BOD

2. Project Management
• Champion/Support key turnkey projects by tracking tasks/timelines, coordinating meetings, and highlighting urgent items for BOD’s immediate attention. Ensuring on time completion and sustainable implementation.
• Represent the company with third party suppliers relating to the project
• Manage and document all information relating to the project including specifications, communication logs, budgeting studies, etc.

3. Interim Business Intelligence Supervisor
• Drive new BI initiatives such as new SOPs, data driven reporting, VMS enhancement
• Lead routine audits of key SOPs
• Identify areas of improvement in current SOPs and systems.

4. Coordinate Customer or Important Guest Visits
• Coordinate with Customer Service or other related department to plan agenda of customer visits, from arrival to departure.
• Prepare gifts for arrival of guests
• Book accommodation, restaurants, prepare visa if needed
• Ensure a five star visit experience

5. Legal Support
• Support BOD and coordinate with company lawyers in legal matters – such as new company registration, etc.
• Prepare documents if needed, thoroughly and strategically

Candidate Profile:
• Only Female, Able to maintain high confidentiality
• 3+ years experience in administrative, purchasing and project management experience
• Leadership Skills - The ability to motivate other to make them feel enthusiastic and excited about working at the company.
• Organized, clear communicator, strong writing skills (English and Vietnamese).
• Proactive, Professional and have the ability to effectively work under pressure.
• Team player who has the willingness to put in long hours.
• Strong Project Management skills, which discipline in deadlines and resources.
• Resourceful, tactful and dedicated (not a 9-5 kind of person).
• High enthusiasm, honest, and loyal personality

- Sucessful candidate get 13th salary month, 14th salary month
- Premium healthcare
- Team activities

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