Job Description

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.