Office Manager cum Personal Assistant to CEODIGI-TEXX VIETNAM LTD.

The Office Manager cum Personal Assistant to the CEO will play a crucial role in providing high-level administrative support to the CEO, ensuring efficient office operations. Responsibilities include managing the CEO's schedule, coordinating meetings, handling communications, overseeing purchasing processes, and managing office operations. The role requires strong organization skills, proactivity, and the ability to maintain confidentiality
Job Responsibilities
Office management and Purchasing
- Be responsible for creating a safe, clean and professional working physical environment.
- Ensure the smooth operation of the office by overseeing administrative tasks, managing schedules, handling communications, and supporting various office functions
- Manage the purchasing process including the buying, selling and distributions aspects of the company; manage daily purchasing activities, supervising staff and allocating tasks.
- Maintain the supplier database, purchase records and related documentation.
- Ensure that all procured items meet the required quality standards and specifications, determine quantity and timing of deliveries.
- Identify ideal suppliers based on quality, cost and reliability; seek and partner with reliable vendors and suppliers.
- Consult decision makers about the purchasing strategy; implement improvements to existing purchasing processes and delivery systems; develop and implement purchasing strategies and policies.
- Coordinate with inventory control to determine and manage inventory needs.
Personal Asisstant to CEO
- Administrative Support: manage the CEO's schedule, coordinate meetings, take note of meeting minutes and handle communications on behalf of the CEO.
- Information Management: organize and maintain important documents, files, and records; prepare reports, presentations, and briefing materials for the CEO.
- Communications: handle messages, answering queries, and managing correspondence with employees, external and internal stakeholders
- Project Management: coordinate and manage special projects or initiatives as assigned by the CEO, including research, analysis, and coordination with various teams.
Confidentiality: maintain a high level of confidentiality and discretion.
- Travel Arrangements: Coordinating travel plans, including booking flights, hotels, and transportation
- Decision Support: assist in gathering data and information to support the CEO in decision-making processes: research, analysis, and preparing relevant materials.
- Problem Solving: Being resourceful and proactive in resolving issues or challenges that arise within the scope of the CEO.
- Other administrative tasks as required to support the CEO / BOM(if any)