Executive Assistant to GD (Trợ lý giám đốc điều hành)

Job Description

JOB SUMMARY

Provide high-level administrative support by conducting research, preparing statistical reports, following up all current projects, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Provide administrative support to General Director and GD office.
2. Work with General Director to prioritize working schedules, such as meeting and travel scheduling etc.
3. Prepare, set up, or coordinate meetings, conference and take meeting minutes when required for both internal and external.
4. Prepare and manage documents, memos for General Director.
5. Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
6. Translate and interpret when required.
7. Better follow up with management team and other staff for any requirements by General Director in the most effective way.
8. Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, filing and confidential letters.
9. Be involved in company social functions when required, such as, meeting with government officers, important client, and etc.
10. Assist Management Board to establish and develop company culture, and provide support to company activities.
11. Work with Business Leaders to promote the company’s culture as Core and Growth values, vision and missions, Code of Conduct and Touchstone to the team members, make sure all employees to have clearly understanding, working and living on them.
12. Be the key person to join daily/weekly operations meeting to follow up all activities of shop floor as Past due item, WIP, Out of Box quality, On time delivery of 3 facilities and give fully support to Business Leaders for Production’s difficulties and work with the related department heads to fix it.
13. Directly report to BOD all issues happening in the internal for both Operations and Office.
14. Join in all project meetings/financial review and give a highly follow up with the team members to make sure the tasks done as promised.
15. Conduct “office Round table meeting” with General Director to understand the office staff’s expectation, also promoting the culture and directions, visions, company targets to them and get the improvement ideas to make the company to be the best furniture company.
16. Other duties as assigned by General Director

Job Requirement

MINIMUM QUALIFICATIONS

1. Education

• University Diploma
• Secretary or Office Management certificate is a plus

2. Experience

• 5+ years experience supporting at the executive level
• Strong knowledge of MS Office, including Word, Excel, Outlook and especially PowerPoint.
• Knowledge of the resources and equipment used within secretarial work.
• Excellent calendar management skills, including the coordination of complex executive meetings
• Experience cost management.

3. Skills and abilities

• Work requires willingness to work a flexible schedule
• Able to take minutes and plan agenda
• Able to organize meetings, chase up items on behalf of the GD; liaise with management team, other services and agencies.
• Ability of working under pressure;
• Ability to solve problems and make decision in short period.

MENTAL & PHYSICAL DEMANDS/WORKING CONDITIONS

1. Mental & Physical Effort

• Analysis and judgment
• Excellent inter-personal skills

2. Working Conditions

• Office facility environment
• Stands and walks/moves to different locations as needed