Executive Secretary at Aloha… · Haiphong

ACG_3762_JOB Our client is looking for potential candidates who meet the following requirements for the position:

1. Calendar & Meeting Coordination

• Manage the General Director’s calendar, appointments, meetings, and daily schedule.
• Coordinate with relevant stakeholders and provide timely reminders regarding upcoming commitments.
• Arrange meeting rooms, invitations, agendas, presentations, and supporting documents.
• Prepare or record meeting minutes when required.

2. Document & Correspondence Management

• Prepare, organize, and maintain correspondence, reports, presentations, and other documents required by the General Director.
• Coordinate documents requiring the General Director’s review, approval, or signature.
• Maintain an effective filing system for both physical and electronic records.
• Ensure accuracy, proper documentation, and confidentiality of sensitive information.

3. Business Travel & Expense Administration

• Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries.
• Prepare supporting documents related to travel expenses, reimbursements, and payments.
• Liaise with Finance or Accounting regarding expense processing when necessary.

4. Communication & Coordination

• Receive, organize, prioritize, and forward correspondence, information, and requests addressed to the General Director.
• Coordinate appointments and communication between the General Director and internal departments.
• Liaise professionally with customers, partners, suppliers, and other external stakeholders on administrative matters.
• Follow up with relevant parties to ensure required information and documents are provided on time.

5. Visitor, Meeting & Event Support

• Assist with arrangements for visitors, management meetings, corporate events, and activities involving the General Director.
• Coordinate hospitality, meeting logistics, and related administrative requirements.
• Support preparation activities to ensure meetings and events run smoothly.

6. Confidentiality & General Administrative Support

• Handle confidential business and executive information with a high level of discretion and integrity.
• Provide day-to-day secretarial and administrative support to the General Director.
• Carry out other administrative duties and assignments as requested by the General Director.

Scope of Authority

The position is authorized, within the assigned scope, to:

• Organize and coordinate the General Director’s schedule, meetings, appointments, and administrative activities.
• Communicate with departments, employees, customers, partners, and suppliers to obtain information or coordinate arrangements.
• Request necessary documents, information, and administrative support from relevant parties to complete assigned tasks.
• Receive, process, and distribute correspondence and documents on behalf of the General Director in accordance with confidentiality requirements.
• Recommend suitable arrangements for meetings, travel, schedules, and administrative activities to improve efficiency.

Requirements

Education

• Bachelor’s degree in a relevant discipline or equivalent qualification.

Experience

• Approximately 2–3 years of experience as a Secretary, Executive Secretary, Personal Assistant, Administrative Assistant, or in a comparable position.
• Previous experience supporting a General Director, Managing Director, senior executive, or senior management team is preferred.
• Experience working in an international or multinational organization is an advantage.
• Experience in a manufacturing or corporate environment is beneficial.

Languages

• Native-level Vietnamese.
• Good spoken and written English.
• Ability to communicate professionally with both internal and external stakeholders.

IT Skills

• Good working knowledge of Microsoft Office / Microsoft 365.
• Proficiency in Outlook, Word, Excel, and PowerPoint.
• Strong calendar and meeting-management skills.
• Experience with electronic filing and digital document management.

Core Competencies

• Organization & Time Management: Able to effectively organize schedules, documents, priorities, and administrative tasks.
• Attention to Detail: Accurate, careful, and detail-oriented when handling documents and arrangements.
• Communication: Professional, clear, courteous, and confident in written and verbal communication.
• Confidentiality: Demonstrates discretion, integrity, and a strong understanding of confidential information handling.
• Reliability: Responsible, dependable, and committed to completing assigned duties.
• Flexibility: Able to adapt to changing priorities, schedules, and urgent requests.
• Multitasking: Capable of managing multiple administrative activities simultaneously.
• Problem Solving: Able to identify and independently resolve routine administrative issues.
• Teamwork: Works effectively with colleagues across departments and with external stakeholders.