Executive Assistant To The CEO

PURPOSE
To enable the CEO to operate effectively through high-quality executive assistance, professional Vietnamese-English interpretation, disciplined project management/coordination and process excellence, with Board and governance support as required. The role acts as the CEO Office coordination hub, helping the CEO communicate in Vietnamese, structure priorities, prepare decisions, connect stakeholders and ensure disciplined follow-through.
ROLES AND RESPONSIBILITIES
1. Executive Assistance & CEO Office Coordination
• Manage the CEO's calendar, priorities, meetings, travel and incoming requests, ensuring effective use of the CEO's time and focus.
• Prepare briefings, agendas, minutes, presentations, reports and correspondence;
• Maintain the CEO priority and decision/action log; anticipate information and follow-up needs, connect issues and stakeholders, and coordinate timely closure of agreed actions.
• Coordinate senior stakeholder visits and essential expatriate administration through GAHR/service providers, while protecting sensitive CEO and company information with strict discretion.
2. Interpretation & Translation
• Provide professional Vietnamese-English and English-Vietnamese interpretation for management meetings, negotiations, Board/shareholder meetings, authorities, site visits and external engagements.
• Translate and review business correspondence, reports, presentations, meeting materials and other bilingual documents, ensuring accuracy, consistency, appropriate terminology and confidentiality.
3. Project Management, Coordination & Process Excellence
• Strengthen Ways of Working for the CEO Office and management team, including meeting effectiveness, action closure, standard work, simple dashboards and continuous improvement.
• Coordinate selected strategic and cross-functional initiatives, track progress, dependencies, risks and decisions; challenge slippage, close coordination gaps and escalate material blockers to the CEO.
• Facilitate workshops, problem-solving sessions and special assignments; help convert agreed improvements into sustainable processes and routines.
4. Board & Governance Support
• Support Board/shareholder meeting preparation, papers, minutes, resolutions, circulation approvals and action tracking; serve as Board Secretary if formally appointed.
• Coordinate governance records and work with Compliance/Legal on applicable requirements.
REPORTING & AUTHORITY
• Reports directly to the CEO; no direct reports unless specifically assigned.
• Coordinates across functions on CEO-approved priorities and projects; functional owners retain accountability for their areas.
KEY INTERFACES
• Internal: CEO, Board, Senior Management Team, APM Terminals and HATECO shareholder/functional teams.
• External: Board members, authorities, customers, partners and other stakeholders as directed by the CEO.