Office Admin Cum PA To Country Manager

Role Purpose:

To provide a confidential, professional and comprehensive service to Country Manager Vietnam, that includes critical business-orientated, secretarial and general administrative support.

Key Responsibilities

I. OFFICE ADMINISTRATION

• Greeting visitors and determining the nature of visitors’ business to contact relevant employees in the office

• Operating switchboard receiving and relaying incoming, outgoing and intra-system telephone calls; supply routine telephone information and answer routine and non-routine questions from callers

• Responsibilities for letters in and out of the office: , courier and letter to the relevant employee in timely manner

• Overseeing stationery distribution for the company.

• Timely coordination with IT when incidents of telephone, photocopier and other furniture’s.

• Support in maintain a current and accurate filing system

• Coordinate the repair and maintenance of office equipment.

• Follow up payment for car rental & office rent.

• Make payment request & statistic report for administration cost.

• Coordinate for visa extension, work permit & resident card for expats.

• Other assignments from HR Department

II. PERSONAL ASSISTANT / EXPATRIATES ASSISTANT

• Provide an advanced, efficient, confidential administrative service to Country Manager and other Expatriates including travel arrangements, agenda co-ordination, document preparation, screening calls, managing email, presentations, guest relations (parking arrangements, receiving guests, etc.), minute taking etc.

• Engage with key business and external partners on behalf of the Country Manager.

• Deal with sensitive and confidential information/data.

• Ensure effective diary management by efficiently scheduling appointments and following up on diary requests to ensure appropriate and constructive allocation of time.

• Provide end-to-end personal support to Country Manager.

• Prepare internal communication on behalf of Country Manager e.g. presentations.

• Timeously follow up on projects and actions delegated by Country Manager.

• Co-ordinate team events on request, e.g. conferences, team building sessions, etc.

• Accurately and timeously complete the processing of payment requests.

• Translate from Vietnamese to English & English to Vietnamese

• Other assignments from Country Manager

• A business degree or equivalent academic qualification.

• Excellent English both written and oral. And fluent in local language.

• At least 06 months of experience in office admin tasks.

• Confidentiality

• High initiative/self-starter/proactive and anticipate requirements

• Excellent PC literacy skills – Advanced Word/PowerPoint/Internet/ Excel

• Strong administrative and secretarial influence

• Exceptional customer service and conflict handling skills

• Analytical skills

• Professionalism, excellent judgement, use of discretion, prioritisation and problem-solving abilities

• High stress tolerance

• Ability to work and make decisions independently

Key Competencies:

• Discretion and trustworthiness

• Details orientation

• Excellent communicator

• Professional Maturity thinking

• Excellent planning and organizing skills