Executive Assistant to CEO Aba Cooltrans

3 days ago

Thành phố Hồ Chí Minh, 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**:

- Bachelor degree required, preferred Foreign Trade University or excellent studying results at other prestige universities in Vietnam.
- At least 5-7 years of work experience in administrative and personal assistant roles at the executive level.
- 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

**SALARY: from 35mil - 38mil gross per month

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