Personal Assistant Cum Office Administrator (Cover Maternity Leave 8 Months)

A. Personal Assistant to MD
1. Provide secretarial assistance to MD in his daily work: filing, documentation, reply mails and faxes, claims….
2. Follow up on communication and reporting to Moet Hennessy Asia Pacific, the Maisons and related agencies (EuroCham, Government agencies) where applicable.
3. Receive guests, incoming calls and correspondence to MD office.
4. Responsible for taking Minutes of Meeting and scheduling the Management Meeting
5. Arrange travel arrangement/hotel booking for MD and visitors.
6. Coordinate with relevant departments to handle the logistics for the organization’s functions or events: Conference, Seminars, Workshop, Christmas Party, Charity activities, etc
7. Facilitate cross-functional communication on behalf the MD.
8. Maintain good relationships with Partners and ensure a smooth communication flow.
9. Maintain good relationship and contacts with Ministry of Culture & Information, Art Performing Agency, etc... and suppliers.
10. Responsible for systematic filing of office Licenses, BOM papers, keep track of MHVD correspondences.
11. Job scopes are expanded to cover Admin work related matters not limited to office license notarizing, getting MD's House Lease renewal, Permanent Resident cards renewal for MD, etc. Help to cover the Admin. Administrator to receiving calls, guests, mails... in her absence.

B. Receptionist

• Receive and greet guests; provide general support to visitors.
• Make travel, meeting and other arrangements for staffs .
• Maintain contact lists.
• Arrange couriers.
• Keep the reception area tidy.
• Answer and forward phone calls / Screen phone calls.
• Sort and distribute incoming mail to areas and staff within the organisation and dispatch outgoing mail.
• Other administration tasks are assigned by HR Manager

C. Office Administration
• Develop and maintain administrative systems, including filing for corporate papers and documents;
• Maintain the condition of the office and arranging for necessary repairs; including all office facilities and supplies (photocopies and faxes, courier; stationery; flower; refreshment)
• In charge all administrative related matters
• Manage relationships with office vendors, service providers for office expenses, including performance evaluation, bidding, contracts and price negotiation; follow up invoicing and payment
• In charge for finding locate suitable business premises and negotiate reasonable leasing agreements
• Prepare budget for office expenditures and monitor actual spending
• Monitor staff budget for taxi, telephone to ensure compliance with policies
• Monitor insurance contracts
-Coordinate with HR Manager to facilitate the organizing of Company events such as Company trip, training courses….
- Work closely with Marketing Department about creating PO & GRPO (Payment) for them.

Education: University Degree or equivalent, major in English, Arts, Human Sociology or Business Administration

Language & Computer Skills
- Excellent Communication of English and -ietnamese.
- Proficiency in MS Office & Internet
Professional experience & Know-How
- At least 3- 5 years of Executive Secretary/ Personal Assistant / Office Administration work experience in MNCs.

Technical & Management skills
- Executive Secretarial Skills
- Business Writing skills
- Communication Skills
- Priority setting and time management
- Planning & Implementation skills
- Relationship building

Personal & interpersonal skills
- High degree of personal presence with good networking, influencing and communication skills.
- High sense of integrity, able to interact with people at different le-els, team-oriented.
- Cross cultural sensitivity
Personality
- Proactive, responsible, enthusiastic
- Highly motivated individual.
- Careful, organized.

- Under company's policy

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