Executive Assistant

1 week ago

Ho Chi Minh City, Ho Chi Minh, Vietnam Savills Full time $30,000 - $40,000 per year

We are hiring Executive Assistant month contract)

JOD DESCRIPTIONS:

OPERATION:

  • Reporting to Director of Operation (DOP) and performing secretarial and administrative duties.
  • Organizes DOP timetable for higher efficiency and facilitates faster communication between departments and the DOP.
  • Prepares meeting packages, attends, records, and transcribes minutes of meetings.
  • Entering data, maintaining databases, and keeping records.
  • Transcribes formats, edits, retrieves, copies, and transmits correspondence, documents, data, forms, and graphics.
  • Word-processes all manuscripts, letters, documents, and proposals.
  • Records, date-stamps, and distributes all incoming mail.
  • Files correspondence and documents appropriately.
  • Schedules appointments and coordinates with Property Management teams.
  • Records and monitors purchase orders for expenditures or services.
  • Maintains records regarding tenant move-in, requests, move-out, and lease agreements.
  • Provides administrative oversight and supports colleagues with a high level of professionalism.
  • Tracks and follows up on the DOP critical tasks to ensure timely execution.
  • Supports the organization of business trips, internal events, meetings, and conferences as required by the Management.
  • Reviews internal documents and contracts prior to final submission for approval.
  • Performs other duties as assigned by the DOP.

REPORT:

  • Communicates with HO and PMH offices to expedite document approvals, coordinate actions, and handle administrative tasks among the three parties.
  • Coordinates information between active projects and provides data to the DOP for effective management.
  • Assists in collecting reports from Property Managers and forwards information to the DOP.
  • Provides general administrative information and consolidated data as needed.
  • This position reports directly to the DOP.

REQUIREMENTS:

  • Qualification: Minimum University
  • Experience: Minimum at 2 years
  • Language: English (Advanced)
  • Technical skills: Microsoft Office (Word, Excel, Powerpoint); Secretary skill
  • Soft skills: Good communication and negotiation skills; Time and work management skill; Teamwork and independent work.

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