Executive Assistant

JOB SUMMARY

The Executive Assistant provides bilingual English/Vietnamese communication support and coordinates operational reporting, meeting/action documentation, and selected cross-functional projects for the Operations Director. The role consolidates accurate and timely information from multiple sites, departments, and managers; verifies data completeness; tracks action owners and deadlines; follows up on progress; and escalates delays or unresolved roadblocks. Routine calendar, travel, driver, and meeting-room coordination remain supporting responsibilities rather than the primary focus of the position.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Translation / Interpretation & Communication Support

·   Provide English–Vietnamese and Vietnamese–English translation and interpretation for meetings, documents, emails, and operational communications.

·   Help clarify messages and coordinate communication between English-speaking and Vietnamese-speaking teams to ensure shared understanding.

·   Draft, translate, and organize business correspondence and bilingual updates as required.

2. Meeting Notes & Action Item Capture

·   Attend selected meetings to capture clear notes, key decisions, action items, responsible owners, and due dates.

·   Prepare and distribute meeting summaries when needed, ensuring action items and commitments are accurately documented.

·   Maintain action trackers and follow up on assigned items and special project deadlines.

·   Support meeting documentation without taking ownership of the Operations Director’s overall meeting preparation, personal review of notes, or daily schedule management.

3. Report Coordination & Data Consolidation

·   Collect and consolidate information from multiple sites, departments, and managers into accurate, timely, and easy-to-understand reports.

·   Coordinate multi-site operational reports, attendance/manpower reports, project status reports, KPI summaries, vendor/visitor reports, training/onboarding reports, and open-action trackers.

·   Verify data accuracy, completeness, consistency, and reporting deadlines before submitting reports.

·   Proactively follow up with data owners to obtain missing information, clarify discrepancies, and resolve gaps before reporting.

·   Prepare dashboards, summaries, and management presentations using Excel, PowerPoint, and other relevant digital tools.

4. Project Coordination & Follow-Up

·   Coordinate follow-up for selected key projects by checking progress, updating trackers, confirming responsibilities, and monitoring milestones and deadlines.

·   Follow up with relevant departments, managers, vendors, and other stakeholders to obtain timely status updates and drive agreed actions to completion.

·   Identify delays, missing information, risks, or lack of response and escalate unresolved roadblocks to the Operations Director for support.

·   Maintain project records and provide concise status updates on progress, pending actions, and issues requiring management attention.

5. Calendar, Travel & Administrative Coordination

·   Support calendar updates, meeting-room scheduling, travel agency coordination, driver arrangements, and visitor coordination as needed.

·   Provide administrative support for selected management meetings, business visits, and operational activities.

·   Handle confidential information and documents professionally.

6. Cross-functional Coordination & Process Support

·   Coordinate communication and follow-up across Operations and other departments to support timely execution of agreed actions.

·   Coordinate with external vendors and contractors when required and maintain relevant records.

·   Support audits, customer visits, management reviews, and selected process-improvement or digitalization initiatives

Education

·   Bachelor’s degree in Business Administration, Supply Chain, Industrial Engineering, Logistics, Management, Languages, or a related field.

Experience

·   Minimum 3 years of experience in operations coordination, reporting, project coordination, translation/interpretation, executive support, or a similar role.

·   Experience supporting senior management and coordinating across multiple departments is preferred.

·   Experience in warehouse, logistics, supply chain, or a multi-site environment is an advantage.

Technical Skills

·   Strong English and Vietnamese communication, translation, and interpretation skills.

·   Advanced Microsoft Excel skills, including PivotTables, Power Query, Power Pivot, and complex formulas.

·   Proficiency in Microsoft PowerPoint, Teams, and other Microsoft 365 tools.

·   Strong data consolidation, report preparation, and data-validation skills.

·   Microsoft Project, Power BI, and AI tools (e.g., ChatGPT or Microsoft Copilot) are an advantage.

Competencies

·   High attention to detail and commitment to data accuracy.

·   Strong organization, follow-up, and deadline-management skills.

·   Confident stakeholder communication and ability to follow up persistently and professionally.

·   Analytical thinking and problem-solving ability.

·   Ability to manage multiple priorities, work independently, and escalate issues appropriately.

·   Professionalism, discretion, and confidentiality