Assistant Admin Manager cum Executive Assistant to BOD

Job Description

JOB DESCRIPTION

A. Admin-related tasks (70%):

1. Manage all functions under Admin section of HR Department including general admin, nursing and reception.

2. Manage, update and proceed legal documents of the company.

3. Build up and develop administration procedures, and periodically update the procedures.

4. Build up admin’s annual budget and manage the admin expenses within approved AOP budget.

5. Manage admin-related providers and suppliers and perform periodical service evaluations.

6. Manage daily admin operation activities and admin-related expenses including:

o Staff transportation

o Office furniture

o Office supplies & stationery

o Reception

o Mail & parcel delivery and reception

o Security activities

o Factory and office housekeeping

o Landscape management

o Canteen

o Clinic room & health check activity

7. Be in charge of all expatriate and repatriate activities including work permit, work visa, business visa, temporary resident card, accommodation, mobile subscription, rental house expenses/accommodation services, etc.

8. Manage business trip of employees, expats and business visitors (i.e. visa, air ticket, accommodation, insurance, transportation).

9. Perform administrative tasks according to the requirements of ISO, BRC, FSSC, ASI, HACCP, Food safety systems and other quality assurance systems which the company complies.

10. Participate in building, improving and auditing the systems according to standards.

11. Manage admin tasks which aim at supporting the well-being of employees including annual occupational health check, employee uniforms, locker room, functional public rooms, arising staff’s happiness/condolences.

12. Coordinate with other HR functions in organizing employee engagement events and activities (e.g. Directors’ birthday, monthly employee birthday, Company birthday, Family day, Loyalty award, Townhall, Year-end party, Team building, CSR, Women’s days, Christmas, etc.).

13. Prepare periodical admin-related management reports.

B. Executive assistant-related tasks (30%):

1. Administer meeting schedules and itineraries of GM in both periodical and arisen manner, both internal and external ones.

2. Administer meeting schedules of other Directors which require coordination among various Departments as well as company’s partners.

3. Take meeting minutes of periodical and arisen Management and Directors’ meeting.

4. Perform appropriate follow-ups from the action plans aligned in the meetings having the involvement of GM and Directors.

5. Act on behalf of GM to coordinate with various Departments for the work done upon absence of GM.

6. Arrange and manage internal events having the attendance of GM, Directors and other key Executives from the parent companies.

7. Plan and arrange work or visit schedule for special guests visiting the company.

8. Coordinate new company-wide projects.

C. Other reasonable tasks as assignment of direct/indirect superiors.

Job Requirement

KNOWLEDGE AND SKILL REQUIREMENTS

·       Experience: minimum 5 years of equivalent work in Admin and/or Executive Assistance.

·       Bachelor degree in Business Administration, Social Sciences or Languages.

·       Excellent written and oral communication skills in both Vietnamese and English.

·       Competent communication and interpersonal skills.

·       Good organizing skill, problem-solving skill and presentation skill.

·       Be able to handle sensitive incidents related to proprietary information in a confidential manner.

·       High computer literacy in MS Office Suite and online conference platforms.

·       Familiarity with legal and government communications.

·       Ability to work in detail, under high pressure, and be adaptive to changes and flexibility.