Executive Assistant

* RESPONSIBILITIES:
• Act as a real partner with Operations Director & Assist the Operations Director in administrative tasks for our Vietnamese Entity
• Internal Communication: Write memos, letters and other correspondence or reports, translation as needed
• Suppliers' contracts management and filing
• Organize the Yearly Company Trip
• Collect Invoices from Suppliers, reconcile supplier balances and prepare payment proposals
• Coordinate with 3rd Party (Accounting Firm) to clarify invoices & Manage Petty Cash
• Attend meetings and take minutes when needed
• General office duties, preparing documents and running day to day office
• Organize meetings and input onto shared calendar
• Manage diary and schedule meetings and appointments
• Handle requests and queries as needed
• Produce spreadsheets, presentations and briefs as needed
• Devise and maintain office filing systems
• Project leader on FSC certification
• Handle the visa process and work permit for Founder
• Assist Operations Director to check product inventory in Vietnam, US and UK as needed and generate reports
• Act as an HR partner: Assist Operations Director in HR by recruiting competent staff (1st interviews process); Timesheet, Annual leave management, Trade Union and Employee Health Insurance
* COMMUNICATION
• Report to office in Saigon (Thao Dien)
• As we have office in the UK, some flexibility is required with the different time zones. Please be able to communicate sometimes during UK business hours
• Other duties as assigned
* OTHER
• May assist with photoshoots in Saigon / Binh Duong.