Personal Assistant to General Director – HANOI – REF 008/2018
Company profile: an international leader in design, construction and maintenance of rail and guided-transport infrastructure.
Primary function is to provide timely, efficient and high level of confidential support to the GD, from routine to complex secretarial, administrative, clerical and office duties, including verbal and written communications, business contacts, calendar, meetings, travel and special projects. The position requires diplomacy, discretion and understanding of the responsibilities, needs and priorities of the GD.
Secondary function is to plan, direct, coordinate and manage the overall administrative support within the Company.
Receive general direction from the GD and interacts with the Board of Directors, senior management, employees, clients, consultants, etc.
Coordinate and prioritize the workflow and diary management of the GD as appropriate, screening telephone calls, enquiries, requests, and appointments.
Manage the GD extensive calendar, sorting and filtering requests for the GD’s time while ensuring priorities are met in a timely manner.
Coordinate the GD and his family’s travel program.
Coordinate conference calls and meetings, including the logistical arrangements.
Perform special projects as directed by the GD (or at own initiative), including the review, research, summarization or analysis of information.
Produce, modifying and compile documents and presentations for internal and external use by the GD.
Maintain efficient and retrievable filing system.
Contact, coordinate and negotiate with car rental providers, hotels, travel agents on leasing of vehicle, making hotel & air ticket reservation as required.
Responsible to arrange visa, resident card, accommodation for expat staff and visitors.
Ensure office stationaries and supplies/consumables are ordered in a timely manner.
Ensure safety and security of the office premise.
Supervise staff – Receptionist, Driver and other Admin staff.
Provide administrative guidance, assist and/or making recommendations as appropriate, to other administration staff within the Company in compliance with policies and procedures, use of equipment and forms, improvement in work flow, etc.
Coordinate/assist to coordinate special events as required.
Any other tasks that may be assigned from time to time to meet business.
Bachelor or higher with working experience in a similar role within a multinational company
Excellent analytical skills with a high level attention to details
Strong interpersonal and communication skills (verbal and written) in order to deal tactfully and effectively with internal/external contacts at all levels
Organizational skills and ability to prioritize and coordinate work distribution
Customer service mindset, sense of responsibility and honest
High level of confidentiality, professional integrity and ethics
Proficiency in both oral & written English
Excellent skills with Microsoft Word Office, Excel, PowerPoint, Outlook, Visio