Executive Assistant

Mô tả Công việc
JOB SUMMARY
The Executive Assistant provides bilingual English/Vietnamese communication support and coordinates operational reporting, meeting/action documentation, and selected cross-functional projects for the Operations Director. The role consolidates accurate and timely information from multiple sites, departments, and managers; verifies data completeness; tracks action owners and deadlines; follows up on progress; and escalates delays or unresolved roadblocks. Routine calendar, travel, driver, and meeting-room coordination remain supporting responsibilities rather than the primary focus of the position.
ESSENTIAL DUTIES & RESPONSIBILITIES
1. Translation / Interpretation & Communication Support
· Provide English-Vietnamese and Vietnamese-English translation and interpretation for meetings, documents, emails, and operational communications.
· Help clarify messages and coordinate communication between English-speaking and Vietnamese-speaking teams to ensure shared understanding.
· Draft, translate, and organize business correspondence and bilingual updates as required.
2. Meeting Notes & Action Item Capture
· Attend selected meetings to capture clear notes, key decisions, action items, responsible owners, and due dates.
· Prepare and distribute meeting summaries when needed, ensuring action items and commitments are accurately documented.
· Maintain action trackers and follow up on assigned items and special project deadlines.
· Support meeting documentation without taking ownership of the Operations Director's overall meeting preparation, personal review of notes, or daily schedule management.
3. Report Coordination & Data Consolidation
· Collect and consolidate information from multiple sites, departments, and managers into accurate, timely, and easy-to-understand reports.
· Coordinate multi-site operational reports, attendance/manpower reports, project status reports, KPI summaries, vendor/visitor reports, training/onboarding reports, and open-action trackers.
· Verify data accuracy, completeness, consistency, and reporting deadlines before submitting reports.
· Proactively follow up with data owners to obtain missing information, clarify discrepancies, and resolve gaps before reporting.
· Prepare dashboards, summaries, and management presentations using Excel, PowerPoint, and other relevant digital tools.
4. Project Coordination & Follow-Up
· Coordinate follow-up for selected key projects by checking progress, updating trackers, confirming responsibilities, and monitoring milestones and deadlines.
· Follow up with relevant departments, managers, vendors, and other stakeholders to obtain timely status updates and drive agreed actions to completion.
· Identify delays, missing information, risks, or lack of response and escalate unresolved roadblocks to the Operations Director for support.
· Maintain project records and provide concise status updates on progress, pending actions, and issues requiring management attention.
5. Calendar, Travel & Administrative Coordination
· Support calendar updates, meeting-room scheduling, travel agency coordination, driver arrangements, and visitor coordination as needed.
· Provide administrative support for selected management meetings, business visits, and operational activities.
· Handle confidential information and documents professionally.
6. Cross-functional Coordination & Process Support
· Coordinate communication and follow-up across Operations and other departments to support timely execution of agreed actions.
· Coordinate with external vendors and contractors when required and maintain relevant records.
· Support audits, customer visits, management reviews, and selected process-improvement or digitalization initiatives