Executive Assistant (7-month Contract)

JOB PURPOSE

As an Executive Assistant, you will provide comprehensive executive and administrative support to the Finance Director, ensuring efficient management of his/her schedule, correspondence, travel, and business affairs, also coordinates meeting logistics, documentation, payments, and event arrangements with internal and external stakeholders, exercising sound judgment and confidentiality to enable the Director to focus on strategic priorities.

ACCOUNTABILITIES

Operational & Executive Support:

• Performing all executive works (traveling/meeting schedules…., personal/family support, processing correspondence) to assist the Director in his/her daily management operations
• Scheduling and arranging all internal and external meetings/appointments for Director, master the working calendar of Director
• Assisting the Director with regular meetings (scheduling, minutes taking, meeting agenda, reports, pre-reads, actions follow-up).
• Being proactive and able to anticipate needs, while collaborating effectively within the organization and demonstrating flexibility in taking on and learning new tasks
• Check invoices, receipts, expense summaries, and report clearly to the Director
• Coordinating with relevant stakeholders in monitoring the functional event team budget Transportation, Car, and Driver Coordination

Travel, Logistics & Event Coordination

• Assist in planning detailed travel/business trip itineraries, including flights, hotels, agenda, transportation, etc.; but not limited to air ticket, accommodation, agenda, payment report, scheduling and other travel-related services.
• Arrange meeting rooms, internal meetings, transportation, accommodation, and flight bookings for business trips and company activities

Business Administration, Paperwork, and Payments

• Support daily office administration and operational activities to ensure smooth and efficient workflows.
• Prepare, review, organize, and store personal documents, contracts, invoices, receipts, payment records, and supporting documents.
• Track and make payments on company’s portal system as requested
• Submitting documents for approval/signatures, typing, filing, managing mail and telephone correspondence
• Storing and maintaining confidentiality of all information and documents

Business, Event, and Partner Support

• Support the Director/Functional Teams in planning and organizing for meetings, internal events, workshops, external events…
• Assist in reviewing invoices, contracts, and payment-related documents before submission.
• Coordinate with the Accounting team on payment processing, supporting documents, and administrative procedures.
• Arrange with suppliers, partners, and internal teams regarding logistics, meetings, and event arrangements.
• Communicate with event guests, partners, and attendees

Others:

• Reporting directly and communicating with Directors on all executive office matters
• Cooperating, coordinating, and communicating with HODs and other cross-departmental teams as requested by Directors
• Maintaining utmost confidentiality and discretion in handling business affairs
• Performing any other duties as assigned by Directors from time to time

KEY SKILLS & QUALIFICATIONS

• Strong bilingual proficiency (Vietnamese & English), with proven interpretation experience
• Solid understanding of expatriate/immigration processes in Vietnam
• Excellent organizational and multitasking skills
• High attention to detail and ability to work under pressure
• Strong interpersonal and stakeholder management skills
• High level of discretion and professionalism
• Proficiency in MS Office (PowerPoint, Excel, Word)