1. Calendar & Meeting Coordination

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

2. Document & Correspondence Management

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

3. Business Travel & Expense Administration

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

4. Communication & Coordination

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

5. Visitor, Meeting & Event Support

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

6. Confidentiality & General Administrative Support

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  Handle confidential business and executive information with a high level of discretion and integrity.
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  Provide day-to-day secretarial and administrative support to the General Director.
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  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:

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

Requirements

Education

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

Experience

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

Languages

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

IT Skills

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

Core Competencies

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