Executive Assistant to Legal Representative & CEO

General purpose of the position:
The Executive Assistant to the Legal Representative & CEO serves as a trusted business partner who manage the CEO's daily activities, provides high-level executive, administrative and project support to enable the CEO to operate effectively across all areas of the hospital.
This Executive Assistant will have significant opportunities for professional growth and career development under the CEO's mentorship.
1. Executive Support
• Manage the CEO's calendar, appointments and priorities to maximize effectiveness and ensure appropriate allocation of time.
• Screen correspondence, phone calls, requests and visitors, exercising sound judgment on priorities and escalation.
• Organize travel arrangements, visas, accommodation and related logistics.
• Prepare, review and organize documents requiring the CEO's review, approval or signature, ensuring completeness and sufficient background information before submission.
• Maintain confidential files, corporate records, legal documents, licences, contracts and correspondence.
• Keep and manage the Company's seal in compliance with Vietnamese regulations.
2. Meeting Management
• Organize executive/ director meetings, Board and Management Committee meetings and other meetings chaired or attended by the CEO.
• Prepare meeting agendas and supporting documentation in advance.
• Attend meetings to produce accurate, comprehensive and professional meeting minutes
• Follow up with responsible parties to ensure agreed actions are completed within deadlines.
• Translate or interpret during meetings when required.
3. Strategic Coordination & Project Management
• Coordinate and monitor strategic initiatives and special projects assigned by the CEO, working closely with department heads and external stakeholders.
• Independently follow up with relevant departments to ensure timely completion of assigned actions and commit ents.
• Track key milestones, deadlines and deliverables, proactively identifying delays or issues requiring management attention.
• Conduct research, collect information, prepare briefing papers, presentations and executive summaries to facilitate decision-making.
• Support the CEO in analysing operational issues, identifying risks and proposing practical solutions where appropriate.
4. Business & Corporate Support
• Liaise professionally with Board members, shareholders, government authorities, legal advisors, business partners and corporate offices.
• Maintain and update corporate authorizations, Powers of Attorney and other statutory documentation.
• Monitor licence renewals, corporate filings and regulatory deadlines, coordinating with relevant departments to ensure compliance.
• Provide confidential administrative and operational support to the CEO on sensitive business matters.
5. Other Responsibilities
• Handle confidential assignments and special projects as delegated by the CEO.
• Undertake additional duties consistent with the nature and level of the position.