Project Coordinator (Executive Assistant)

The Project Coordinator plays a key role in supporting and coordinating various activities related to product innovation projects and activities. This role is responsible for project coordination, communication facilitation, supplies and equipment monitoring, and administrative support.

I/ Key Responsibilities:

Project Coordination

• Assist in project planning, establish timelines, and track project progress to ensure timely completion of deliverables.
• Report status regularly to track project progress against goals, objectives, and timelines, and keep stakeholders informed.
• Serve as a central point of contact for project-related communication.
• Prepare and distribute project-related communications to stakeholders, ensuring clear and effective communication channels.
• Maintain accurate and organized documentation, including project plans, meeting minutes, action items, and status reports.

Administration support

• Act as a note-taker during meetings with suppliers and key stakeholders, capturing action items and following up on taskspost-meetings.
• Assist in creating and formatting presentation slides and documents for internal and external stakeholders.
• Manage the meeting calendar, coordinate with relevant internal and external stakeholders to schedule meetings, and send out invitations for testing, reviews, and other activities.
• Ensure version control, accessibility, and confidentiality of key documents.

Lab Consumables and Equipment Monitoring

• Monitor inventory levels of lab consumables and equipment, ensuring an adequate supply for ongoing projects and coordinating procurement as needed.
• Coordinate the procurement, maintenance, and tracking of supplies, equipment, consumables, and fixed assets for the NPI Center.

NPI Center Support

• Send requirements to suppliers, coordinate with designers and construction teams (for NPI Center, NPI Department at the Factory) to ensure meeting all requirements and timely execution.
• Coordinate the receipt and transfer of goods, such as samples, and handle purchasing inquiries.
• Work with IT to monitor employee activities through cameras and fingerprints, manage visitor & investor access, support events at the NPI center, and ensure the security of the facility.
• Support the organization of NPI Proactive Innovation events.

II/ Job Requirements:

Education/ Training Qualifications

• Bachelor's degree in Business Administration, Marketing, Finance or a related field.

Experience

• 05+ years of experience as a Senior Project Coordinator, Admin & Marketing Coordinator or Executive Assistant or in a similar role.

Knowledge of:

• Proficiency in project management tools and software is a plus.

Skills (Ability to):

• Good organizational and time management skills with the ability to prioritize tasks effectively.
• Good communication and interpersonal skills.
• Detail-oriented with strong documentation and record-keeping abilities.
• Self-motivated and proactive with the ability to work independently and take initiative.
• Flexibility to adapt to changing priorities and deadlines in a fast-paced environment.
• Positive attitude, willingness to learn and develop.
• Strong Vietnamese & English language skills.