Project Secretary

In Weekly Management Meeting Roles
- Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copies of the agenda is prepared
- Circulate to all members any papers to be discussed at the upcoming meeting and a copy of the agenda, minutes of the previous meeting
- Make sure that any reports or information requested at the last meeting is available
- Arrive in good time before the meeting with the minutes and with all the relevant correspondence and business matters for that meeting, in good order. Record the names of those who are present, convey and record apologies received from those who are absent
- Take notes of the meeting, recording the key points and making sure that all decisions and proposals are recorded, as well as the name of the person or group responsible for carrying them out. Make sure action points are clear
- Make sure that the Chairperson is supplied with all the necessary information for items on the agenda, and remind the Chairperson if an item has been overlooked
- Send a reminder notice of each decision requiring action to the relevant person; this can be done by telephone, or by an ‘action list' with the relevant action for each person duly marked
- Promptly send all correspondence as decided by the CEO to participants for keeping of next meeting

Assist to Project Department
- Provide full secretarial and admin support to the project team to ensure the smooth running of the department operations
- Maintain records of project members and assist in their movements
- Take minutes of meeting and maintain records for the operations and project team
- Develop and maintain document control processes for the efficient management
- Maintain a proper and user friendly filing and document control system for recording and tracking of all documents for the project team and department
- Perform data-entry, recording, printing and filing duties
- Organize files and documents orderly and logically
- Undertake any ad-hoc admin projects/ duties as required
- Organize all necessary documents for Project team’s business trip
- Being responsible for payment request, cash advance, cash clearance… and monthly, quarterly reports of all cost in relevant to Project Team
- Assist to prepare the Annual budgets of Project Department
- Assist in tender document preparation for both contractors and consultants

Assist to Project Director
- Assist him in organizing Project team’s activities
- Work with related government authorities if necessary
- Assist him with preparation and presentation materials for agenda
- Offer solutions to ensure the job is done and bring the best performance
- Organise, follow up the issues in order to give a proper reminder
- Being responsible in the translation from English into Vietnamese and vice versa
- Others in the functions may be assigned

- A bachelor’s degree in relevant
- Experience in a similar role are preferable
- Professional and pleasant personality with good written and verbal communication and interpersonal skills
- Proactive, take initiative and well organized
- Mature, with an attention to detail and highly resourceful
- Ability to multi-task and work independently as well as in a team
- Proficient in MS office application is a must
- Able to work independently and ability to plan for working
- Good communicate in Vietnamese, English as well
- Work requires willingness to work to flexible schedules

- Theo quy định của công ty

Hồ sơ theo yêu cầu của nhà tuyển dụng khi liên hệ trực tiếp