MAIN ACCOUNTABILITIES AND ACTIVITIES:
Administrative Support
- Act as the primary point of contact for the office, handling all incoming correspondence and phone calls.
- Complete administrative tasks such as filing paperwork, and maintaining accurate documentation systems.
- Assist with onboarding new employees, ensuring they have the necessary resources and access to office facilities.
Financial & Budget Management
- Oversee the office budget, including processing invoices, managing petty cash, and tracking expenses.
- Keep a detailed and accurate record of the office administration budget, ensuring all expenditures are within approved limits and reporting regularly to management.
- Coordinate with the Finance & Accounting team to ensure timely payments to vendors and suppliers.
Facility & Resource Management
- Schedule and supervise regular maintenance visits to ensure office facilities are in optimal condition.
- Order office furniture, equipment, and supplies as needed, ensuring seamless day-to-day operations.
- Manage office inventory, monitor stock levels, and replenish resources proactively.
Human Resources Support
- Assist HR in administrative tasks, such as coordinating internal events and supporting employee welfare initiatives.
- Ensure compliance with company policies and local regulations related to workplace safety and employee well-being.
Event Planning & Coordination
- Plan and organize company events, including retreats, holiday parties, and team-building activities.
- Coordinate logistics, venue booking, catering, and event communications to ensure successful execution.
Travel Arrangements
- Make travel arrangements for employees and executives, including booking flights, accommodation, and transportation.
- Liaise with other Secretaries/Personal Assistants of senior/global leadership members to arrange and coordinate their visit schedule and itinerary in Vietnam
- Handle visa applications and travel-related documentation.
REQUIREMENTS:
- Bachelor’s degree in Business Administration, Office Management or a related field is preferred.
- Minimum 4 years in a similar office manager or personal assistant role; direct experience in setting up a new office will be a significant advantage.
- Excellent organisation and multi-tasking abilities
- Strong communication skills in English & Vietnamese.
- Proficiency in MS Office Suite (Word, PowerPoint, Excel)
- High level of discretion, integrity, and professionalism in handling confidential/sensitive information
- Ability to prioritize tasks for multiple senior executives.
- Proactive and resourceful approach to problem-solving.
- Strong interpersonal skills and service-oriented mindset.
- Flexibility to handle diverse tasks and changing priorities.
