Deputy Head of Administration

Company Description
GELEX Group, founded in 1990, has grown from a state-owned enterprise into one of Vietnam's leading multi-sector investment groups. Operating under a modern holdings model, GELEX brings together strong businesses such as GELEX Electricity JSC and GELEX Infrastructure JSC, along with trusted brands including Viglacera, CADIVI, EMIC, THIBIDI, HEM, and CFT. The group is driven by a culture of trust, collaboration, and shared ambition, emphasizing both strategic growth and people development.
GELEX focuses on four key pillars - high-tech industry, real estate, infrastructure, and finance - to support Vietnam's next phase of growth. Its long-term vision is to become Vietnam's top investment group, leading with growth, efficiency, and sustainability while contributing to the country's future.
Role Description The Deputy Head of Administration role is a full-time, on-site position at GELEX Group Headquarters in Hanoi, reporting directly to the Chief of Office.
This role sits within the Administration Department of the Group Office and carries a dual mandate: run the headquarters with precision, and represent the Office with poise. It supports the Chief of Office in leading both the Administrative Management and Office Services units - keeping assets, facilities, fleet, security and IT services running without interruption - while ensuring that every guest of the Chairman, the CEO and the Executive Board is received with the right protocol, discretion and care. It is also a succession track toward senior Group Office leadership.
Core responsibilities
Administrative operations - help the Chief of Office organize, assign and supervise all day-to-day administrative activities at Group HQ; build and run processes, service standards and SLAs for internal services; plan and control the annual administrative budget.
Assets, facilities & fleet - lead the full asset lifecycle (procurement, allocation, transfer, inventory, maintenance, disposal); plan headquarters renovation and upgrades from estimate to acceptance; manage the vehicle fleet and its operating costs; select, negotiate and manage service providers.
Executive reception & protocol - organize the reception of high-level guests of the Chairman, the CEO and the Executive Board: protocol, seating, ceremonial setup, hospitality and corporate gifts - handled discreetly and to the highest standard.
Group events - plan, budget and run the logistics for General Meetings of Shareholders, conferences, signing ceremonies, groundbreakings, inaugurations and community activities attended by top leadership and external guests.
Workplace & brand image - keep the HQ workspace modern, comfortable, safe and consistent with the GELEX brand identity; set standards for appearance and service conduct of the reception and support team.
Records, seals & digital signatures - supervise document intake, issuance, circulation and archiving; control the use of company seals, digital signatures and USB tokens in line with the law and Group regulations.
Security, fire safety & office IT - ensure internal security, safety of people, assets and information, and fire prevention; monitor IT service providers against their SLAs and support the Group's digital transformation programs.
Advisory & team leadership - propose and revise administrative policies and procedures; drive digitalization and cost optimization; draft submissions, reports and contracts; lead, coach and evaluate a team of administrative staff, including outsourced and support personnel.
Qualifications
Bachelor's degree or above in Business Administration, Public Administration, Law, Economics or a related field.
8+ years in Administration - Office Management, including at least 3 years as Deputy Head, Head of Department or equivalent.
Proven experience running the headquarters of a large group, corporation or organization with a professional administrative model - covering assets, facilities, fleet, vendors and administrative budget.
Hands-on experience serving the guests and activities of top leadership (Chairman/CEO level) and organizing group-level events with senior leaders and external guests in attendance.
Track record of building or improving administrative processes and managing an administrative team of 8+ people, including drivers, security and support staff.
Strong planning, coordination, negotiation and vendor-management skills; clear, well-structured administrative writing; proficient in MS Office and E-Office / task-management tools.
Basic English communication for receiving international guests.
Preferred: background at multi-sector private groups, corporations or enterprises with 800+ employees and frequent external relations; basic knowledge of building systems (electrical, HVAC, elevators, fire protection); experience with asset-management software or ERP asset modules; established working relationships with local authorities, police, fire services and building management in Hanoi.
Mindset: meticulous, composed and discreet - absolute confidentiality regarding leadership and internal matters; a modern, professional presence that represents the Group Office; a genuine service attitude and the flexibility to handle work outside office hours, on weekends and holidays when required.
What We Offer
Highly competitive, negotiable compensation, structured to actual capability.
A visible, high-trust role - work closely with the Chief of Office and the Executive Board, shaping how the Group Office operates and how GELEX presents itself to partners and guests.
Multi-month performance bonuses at major holidays; full statutory insurance on actual salary; premium PTI health card for management level.
A clear succession path toward senior Group Office leadership.
Structured development programs (Mini MBA, GELEX Manager) and a clear advancement path.
HR Asia Best Companies to Work for in Asia - 4 consecutive years (2023-2026); a modern headquarters in the heart of Hanoi.
How to Apply
Email your CV to [protected info]
Subject line: [GELEX] - Ứng tuyển Phó phòng Hành chính - Họ và tên
Office: GELEX Building, 10 Tran Nguyen Han & 27-29 Ly Thai To, Hoan Kiem Ward, Hanoi.