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Executive Assistant to CEO Aba Cooltrans

3 months ago

Ho Chi Minh City, Vietnam Mekong Capital Full time

**A. RESPONSIBILITIES**:
1. GENERAL
Assist primarily the CEO with organizational, financial and personal administration on a daily basis
Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
Lead short-term projects and initiatives as requested by the CEO
Respect the need for confidentiality and sensitivity of information
Have a proven ability to exercise good judgment in recognizing the scope of authority

Assist other Directors as delegated by the CEO
Other job duties assigned by CEO
2. COMMUNICATIONS
Communicate and handle incoming and outgoing electronic communications on behalf of the CEO
Greet visitors graciously and in a professional manner, create a good personal image through a neat, clean, businesslike professional appearance and a positive, cheerful attitude.
Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner

**3. SCHEDULING**:
Work with the CEO to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating CEOs global and domestic travel itineraries
Organize all other meetings to be attended by the CEO, including staff lunches, coffees, and Skype calls,... when requested
Ensures that key dates and events are highlighted to the CEO ahead of time
4. MEETINGS
Prepare materials, packets and presentations for CEOs meetings, senior management team meetings, off-sites, and all-staff meetings
Organize the logistics of board meetings and other key internal meetings
Coordinate and distribute notes at management meetings as requested
Type up notes of the CEO/ the Board as requested
Organize and arrange venues for all other meetings requested by the CEO
5. RECORDS AND DOCUMENTATION
Maintain records of decisions and ensure action items are clearly recorded for the CEO
Organize documents for signatures of CEO and members of executive staff related to relevant projects
Keep accurate records and files at all times and as appropriate
Update and maintain database of executive key contacts
6. OTHER
Coordinate travel arrangements including scheduling for CEO, executive staff, board members, and key guests as directed by the CEO
Provide oral and written translation of Vietnamese to English, and English to Vietnamese as needed
Manage CEOs expense claims
Purchases and sends gifts for key relationships
Meet key guests at the airport
Assist with special projects and reports as required as the CEO

**B. KEY REQUIREMENT**:
**Female only, age**: 25-30
Bachelor degree required, preferred Foreign Trade University or excellent studying results at other prestige universities in Vietnam.
At least 1 years work experience in administrative and personal assistant roles at the executive level is a plus (Not compulsory)
Excellent attention to detail, accuracy and quality
Excellent written and verbal English communication skills
Ability to maintain calendars and schedule appointments
Ability to compose and edit written materials, translation experience is a plus
Ability to work easily and effectively with a wide range of people
Able to manage multiple projects and responsibilities at once; ability to meet deadlines
Ability to be flexible and exercise sound judgment
Ability to work flexible hours as needed
Possesses time/organization/stress management skills
Strong commitment to ABAs vision and missions
A responsible attitude to all aspects of the work
Kind attitude towards colleague and foreign staff; hospitable towards guests
Possesses cultural awareness and sensitivity
Demonstrates solid work ethics and comply to company value and culture
Proficiency with MS Office Suite especially Word, Excel and PowerPoint
Strong ability in analysis and commercial sense.
- DESIRABLE QUALITIES
- Passion and personal interest in people and providing assistance
- Holds a positive and outgoing perspective on life