Mô tả công việc
ACG_3762_JOB
Our client is looking for potential candidates who meet the following requirements for the position:
1. Calendar & Meeting Coordination
- Manage the General Director’s calendar, appointments, meetings, and daily schedule.
- Coordinate with relevant stakeholders and provide timely reminders regarding upcoming commitments.
- Arrange meeting rooms, invitations, agendas, presentations, and supporting documents.
- Prepare or record meeting minutes when required.
2. Document & Correspondence Management
- Prepare, organize, and maintain correspondence, reports, presentations, and other documents required by the General Director.
- Coordinate documents requiring the General Director’s review, approval, or signature.
- Maintain an effective filing system for both physical and electronic records.
- Ensure accuracy, proper documentation, and confidentiality of sensitive information.
3. Business Travel & Expense Administration
- Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries.
- Prepare supporting documents related to travel expenses, reimbursements, and payments.
- Liaise with Finance or Accounting regarding expense processing when necessary.
4. Communication & Coordination
- Receive, organize, prioritize, and forward correspondence, information, and requests addressed to the General Director.
- Coordinate appointments and communication between the General Director and internal departments.
- Liaise professionally with customers, partners, suppliers, and other external stakeholders on administrative matters.
- Follow up with relevant parties to ensure required information and documents are provided on time.
5. Visitor, Meeting & Event Support
- Assist with arrangements for visitors, management meetings, corporate events, and activities involving the General Director.
- Coordinate hospitality, meeting logistics, and related administrative requirements.
- Support preparation activities to ensure meetings and events run smoothly.
6. Confidentiality & General Administrative Support
- Handle confidential business and executive information with a high level of discretion and integrity.
- Provide day‑to‑day secretarial and administrative support to the General Director.
- Carry out other administrative duties and assignments as requested by the General Director.
Scope of Authority
The position is authorized, within the assigned scope, to:
- Organize and coordinate the General Director’s schedule, meetings, appointments, and administrative activities.
- Communicate with departments, employees, customers, partners, and suppliers to obtain information or coordinate arrangements.
- Request necessary documents, information, and administrative support from relevant parties to complete assigned tasks.
- Receive, process, and distribute correspondence and documents on behalf of the General Director in accordance with confidentiality requirements.
- Recommend suitable arrangements for meetings, travel, schedules, and administrative activities to improve efficiency.
Requirements
Education
- Bachelor’s degree in a relevant discipline or equivalent qualification.
Experience
- Approximately 2–3 years of experience as a Secretary, Executive Secretary, Personal Assistant, Administrative Assistant, or in a comparable position.
- Previous experience supporting a General Director, Managing Director, senior executive, or senior management team is preferred.
- Experience working in an international or multinational organization is an advantage.
- Experience in a manufacturing or corporate environment is beneficial.
Languages
- Native‑level Vietnamese.
- Good spoken and written English.
- Ability to communicate professionally with both internal and external stakeholders.
IT Skills
- Good working knowledge of Microsoft Office / Microsoft 365.
- Proficiency in Outlook, Word, Excel, and PowerPoint.
- Strong calendar and meeting‑management skills.
- Experience with electronic filing and digital document management.
Core Competencies
- Organization & Time Management: Able to effectively organize schedules, documents, priorities, and administrative tasks.
- Attention to Detail: Accurate, careful, and detail‑oriented when handling documents and arrangements.
- Communication: Professional, clear, courteous, and confident in written and verbal communication.
- Confidentiality: Demonstrates discretion, integrity, and a strong understanding of confidential information handling.
- Reliability: Responsible, dependable, and committed to completing assigned duties.
- Flexibility: Able to adapt to changing priorities, schedules, and urgent requests.
- Multitasking: Capable of managing multiple administrative activities simultaneously.
- Problem Solving: Able to identify and independently resolve routine administrative issues.
- Teamwork: Works effectively with colleagues across departments and with external stakeholders.