A. Assist GM & LTs in business works:
- Responsible for maximizing efficiency and effectiveness of all administrative works: daily/weekly/monthly business schedule, meeting arrangement on timing & logistics, visa application, business trip accommodation and traveling arrangement, T&E claim….
- Cooperate with related functions & consolidate data to make the regular report (daily/ weekly/ monthly) as requested, prepare presentations (LTs Meetings, AOP, Projects etc.), meeting minutes for LTs meetings other paperwork tasks, draft the communication for various topics (org changes, leadership guidances, etc)
- Support GM/LTs to review and check Recommendation before getting the approval to comply with policies and highlight with exceptional case.
- Notify & announce LTs decisions to relating people.
- Other administrative works to meet LTs needs and comply with the company’s requirements.
- Calendar Management for leaders
- Receive activities request
- Make reasonable adjustment and proposal for a smooth day to day engagement
B. Coordinator for Admin Logistic & Legal:
- Manage and booking flight tickets / hotel/ visa for business trips for all Users
- Manage & payment Mobifone/Vinafone and telephone services of Long Hau
- Manage & arrange layout of the meeting room for workshop/event in Long Hau
- Organize for visit trips, meetings at national/regional scope: offsite meeting; team building by being in charge of logistics arrangement: venue selection within budget; contracting process; propose the program agenda & satisfaction survey.
- Coordinate with Function Heads to find out the training course within budget; process contract as guideline; schedule training and arranged logistics for team.
- Support team on administration for meeting arrangement and any business relative request
- Follow company policies & processes. Support team members at locations by printing, follow and get documents approval from LTs
- Legal document management
- Arrange POA; Notarized documents
- Organize meetings, including scheduling, sending reminders and organizing catering when necessary
- Coordinate with participants to schedule the meeting
- Create the meeting template, work with leaders on the high level content, and work with relative stakeholders to prepare the details
- Coordinate the logistics needed for the meetings
- Take note for some requested meetings
- Send out the meeting minutes
- Follow up on the action required
- Organized event: Management meeting, Dinner party, welcome party, farewell party, birthday party, regional/VIP visting.... for LTs
C. Birthday & Recognition program:
- Manage & deliver Birthday gift for all Users ( one time/month >> within 03 days)
- Manage & deliver vouchers of Thank you program ( one time/month)
D. Others:
- Ad-hoc assigned by LTs or Admin Manager
- Support CSR activities (Customer Social Relation)
- Education: Bachelor’s degree in relevant major
- Functional expertise (experiences, functional skills):
- Technical/ finance background preferable
- Strong communication skills in both English and Vietnamese
- Well-organized
- CSR knowledge
- Administrative experience (2-3 years)