Executive Assistant to People Director

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Role Purpose
Provide high-level administrative, coordination, and communication support to the People Director. The role also serves as a backup to the MD Executive Assistant and manages expatriate administration, ensuring seamless executive operations and full compliance with local regulations.
Key Responsibilities
1. Executive Support to People Director
Manage and optimize the People Director's calendar, meetings, and travel arrangements
Prepare high-quality presentations and reports
Track key HR priorities, initiatives, and deadlines
Support preparation for leadership forums (PLT, MC, etc)
2. Translation
Provide accurate, real-time interpretation (Vietnamese ↔ English) during private and sensitive meetings
3. Expatriate Management
Coordinate end-to-end expatriate lifecycle management (onboarding to offboarding)
Manage work permits, visas, and residency documentation in compliance with Vietnamese regulations
Liaise with external vendors and authorities for immigration and relocation services
Support expatriates with relocation, housing, schooling, and settling-in processes
Ensure timely renewals and accurate record-keeping for all expatriate documentation
Partner with HR and Finance on expatriate compensation, benefits, and tax coordination
4. Coordination & Stakeholder Management
Act as a key liaison between People Director, HR teams, and business leaders
Coordinate cross-functional meetings, leadership visits, and HR events
Build effective relationships with internal and external stakeholders
5. HR Operations & Administrative Support
Support HR budgeting, invoice tracking, and vendor coordination
Maintain organized records of HR policies, contracts, and documentation
Ensure adherence to internal processes and documentation standards
6. Confidentiality & Governance
Handle highly sensitive information (executive decisions, organizational changes, talent matters) with strict confidentiality
Ensure secure handling and storage of documents and communications
Demonstrate sound judgment and discretion in all interactions