Secretary to BOD/ Assistant

Purpose: The ultimate objective is to personal support and save time for BOD in daily operations.

Responsibilities:

• Perform secretarial/personal assistant/administrative duties to support Board of Directors (BOD).

• Proactively manage and coordinate the diary of BOD by prioritizing and arranging internal and external meetings, conference calls, appointments ensuring appropriate briefing papers are prepared and provided. Be responsible for drafting agendas, taking minutes of meetings/ conferences/ appointments.

• Compile daily action checklist (sorting of all pending request) to help daily time management.

• Welcome guests of BOD and provide good logistic arrangement for them (tickets, transportation, accommodation, meals, purchasing, entertainment events … ect) and support other activities related while staying in Vietnam. Communicate with the guests as advised by BOD when requested.

• Respond quickly, positively and with flexibility to rapidly changing and often pressure situations.

• Handle and prioritize all outgoing or incoming correspondences (e-mail, letters, packages etc.). Take call messages and transfer to BOD timely.

• Compile daily action checklist (curation of all pending request) to help daily time management.

• Plan and organize BOD’s travel including air ticket, transportation and accommodation booking, travel insurance, visa and other relevant tasks required.

• Prepare documents, slides, reports as well as research and analyze necessary information according to the request of BOD.

• Be the connection between BOD and other departments or third parties.

• Coordinate with suppliers/ vendors to ensure working condition of BOD. Support BOD’s families in dealing with suppliers/vendors of purchasing equipment and providing services.

• Organize lunches, dinners, meals, entertainment (sport or golf booking .v.v.) with business associates and take care of partners on special occasions such as sending gifts, flowers on holidays, anniversary ,...

• Apply visa/ TRC for BOD or when requested.

• Support BOD to interpret in the meeting or translate documents upon request.

• Teaching Vietnamese for the Director when requested.

• Business both local and oversea trips may be required.

• Run errands as requested.

• Other works as assigned by BOD.

Educational background: Candidate must possess at least a College Degree or graduated University (English or Korean language major- additional qualifications would be advantageous)

Experiences: Minimum from 1- 2 years work experience in secretarial/administrative role/ interpreter, preferably in professional services environment (working in foreign company is a plus)

Skills required:

Proficient computer skills (Microsoft Office skills)

Good written and spoken English (being able to speak Korean is an advantage).

Strong organizational and time management skills, with the ability to perform and priorities multiple tasks efficiently

Personalities:

Discretion and trustworthiness in handling sensitive and confidential information

Efficient, flexible, cautious and able to adapt in different environment

Positive, proactive, take initiative, good co-ordination skill, possess tact and diplomacy

Detailed, responsible, enthusiastic and honest

Can-do attitude and team work

Warm, friendly, supportive