Executive and Admin Secretary

Dream Incubator ("DI" or the "firm") is seeking a dynamic and experienced individual to join our team as an Executive and Admin Secretary at our Southeast Asia offices complex. As a leading management consulting firm, we are dedicated to delivering innovative solutions and strategic insights to our clients.
During the tenure of assignment/service of Administrative Secretary, they are expected to act in the best interests of the firm at all times. They agree to devote their full working time to their job duties, as well as any other duties that the firm may assign to them from time to time. The details about their roles and responsibilities are as follows:
Key Responsibilities
The Executive and Admin Secretary will provide professional administrative support across the firm's offices. Under the supervision of the Office Operations Head, the Executive and Admin Secretary will manage daily office operations and assist with secretary tasks. This role requires a proactive and organized individual who can handle multiple responsibilities and communicate effectively with various stakeholders.
Office Administration: Manage daily office operations and administrative tasks assigned by Office Operations Head, including the following primary responsibilities:
• Answer and direct incoming calls, emails, and other correspondence;
• Greet visitors and clients professionally;
• Monitor office supplies and place orders as needed, troubleshoot issues of office equipment as they arise;
• Travel arrangements for office staff;
• Ad-hoc communication and coordination with other DI offices (Japan, India, Indonesia) and external stakeholders (building management, local authorities, vendors, etc);
• Prepare and submit Work permits and Visas for foreigners;
• Manage meeting room arrangement, bookings and related tasks.
• Manage accounting documents including contracts, invoices, claim forms;
Secretary:
• Schedule and coordinate appointments, meetings and events for Directors, Project Managers and team members. Ensure all meetings are set up with appropriate resources, including meeting rooms, equipment, etc.
• Manage the calendars of Directors and Project Managers effectively, ensure optimal use of their time. Proactively resolving scheduling conflicts and prioritizing urgent appointments;
• Handle Project-related contracts, invoices and expenses.
Others:
• Translate written materials between English and Vietnamese (and Japanese) as needed;
Reporting:
• Actively report your work progress to BOD and Head of Operations
The details about assignment regarding the above roles and responsibilities will be communicated to the Executive and Admin Secretary upon their commencement of employment and where the management deems appropriate to do so.