Executive Assistant, Specialist/ AnalystUrgent job

Reports to: Chief Customer Officer
Location : HCM
Position Objective:
This position acts as a liaison to internal and external contacts in a manner that promotes the professional image of AIA Vietnam and extension off executive leadership, interacting with all levels of organizations.
Roles and Responsibilities:
People:
• Provide a time management/ diary arrangement to Chief Customer Officer (CCO) and Leaders to ensure ability of attending key meetings at the appointed times
• Make travel arrangements in time-effective way including accommodation, transportation, air-ticket booking, ensure most effective use to Leaders' schedule
• Role models healthy relationship in the work environment such as mitigation of conflict, leading problems solving and resolution efforts. Provide proactive and creative recommendation on how to meet goals and handle identified risks. Responsible for recommending initiatives to improve department scores for employee engagement.
Quality Service:
• Providing English translation services to CCO and other leaders as required.
• Arrange the meeting with teams, including preparing meeting agenda, venue bookings and other facilities as required; consolidate and prepare the presentation slides, recording and distributing meeting minutes
• Responsible for the development of the department budget, including liaising with other PIC from divisions and responsible for overall monitoring of CCO budget on a monthly basis. Provide the reports on functional budget when needed
• Responsible for the CCO monthly newsletter development and distribution in collaboration with Leaders.
• Translate correspondence/ letter/ documents to keep Leaders informed on matters relating to company operations (if needed)
• Communicate Leaders' instructions/ desires to various individuals and/or department
• Prepare memos/ letters/ announcements... for Leaders to review and distribute to relevant audience
• Follow-up with managers and others of important tasks and deadlines
• Organize small events and promote internal /functional communication through newsletters or MS Group Team
• Check documents/ agreements for Leaders' signature; ensure all comply with company procedures
• Other tasks as assigned