Executive Assistant to the BoardDeutsches Haus Ho Chi Minh Stadt Limited

Job Brief: The Executive Assistant to the Board will provide high-level administrative support to the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members. Reporting directly to the Chairman/CEO and/or General Director/Senior Vice President, the Executive Assistant to the Board provides executive support. The Executive Assistant to the Board also serves as a liaison to the Board of directors and management team; organizes and coordinates executive outreach and external relations efforts, and oversees special projects.
The Executive Assistant to the Board serves some tasks related to public relations.
Detailed job description shall not be limited and included:
Objectives of this Role
With a primary responsibility of supporting the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently.
Maintain and refine internal processes that supports the Company, Coordinating internal and external resources to expedite workflows.
Manage communication between upper management and employees, liaising internally and externally on various projects and tasks.
Plan and orchestrate work to ensure the superiors's priorities are met, organizational goals are achieved, and best practices are upheld.
Roles and Responsibilities:
Executive Support:
- Completes a broad variety of administrative tasks for Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members including: managing an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed plans, itineraries, and agendas; and compiling documents for meetings and presentations;
- Plans, Coordinates and ensures the schedule of Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the time and office of the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members. Assures information flow in a timely and accurate manner;
- Communicates directly, and on behalf of the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Board including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response;
- Provides a bridge for smooth communication between the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members's office and internal departments; demonstrating leadership to maintain credibility, trust and support with staff;
- Works closely and effectively with the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members updated;
- Build relationships crucial to the success of the organization, and manages a variety of special projects for the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members, some of which may have organizational impact;
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the ability of Chairman/CEO, and/or General Director/Senior Vice President and other Executives Committee members to effectively lead the company;
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Acting as the point of contact for the Chairman/CEO, and/or General Director/Senior Vice President and other Executive Committee members amongst managers, employees, clients and other external partners;
- Maintains at all times an up-to-date administrative organization including filing & folder and database system, and looks at all times for ways to improve the current system.
Public Relations
Creation of public relation materials such as press-releases.
The above duties and responsibilities are not intended to cover every possible tasks and duties associated with your responsibility as the Executive Assistant. There will be other duties and responsibilities which are required from job holder to complete from time to time