Position Overview
We are looking for a highly organized, proactive Personal Assistant (PA) to provide comprehensive administrative and operational support to our Management. In this role, you will act as the central point of contact, ensuring smooth daily operations and seamless coordination with the Project Management team. Professional fluency in both English and Chinese is essential for this position.
Report to: Head of Department - construction and design (a Chinese)
Key Responsibilities
Executive & Administrative Support
Efficiently manage the Project Management's daily calendar, coordinate high-level meetings, and optimize scheduling.
Arrange comprehensive travel itineraries, including flights, accommodation, and transport logistics.
Handle daily administrative tasks, correspondence, and expenses to ensure the smooth operation of the Management's office.
Meeting & Project Coordination
Organize internal meetings, prepare agendas, take accurate meeting minutes, and rigorously follow up on action items.
Assist with project-related administrative work and closely coordinate with the Project Management team as required.
Contract, Document & Workflow Control
Maintain an organized system for project-related documents, contracts, and internal records.
Support contract administration, manage internal approval workflows, and oversee payment follow-ups with partners.
Communication & Reporting
Provide professional English - Chinese translation and interpretation support for meetings, emails, and project documents.
Prepare reports, presentations, and other management documents as assigned by the Management.
Key Requirements & Qualifications
Bachelor's degree in Business Administration, Linguistics, International Relations, or related fields.
At least 2 years experience as a Personal Assistant, Executive Assistant, Project Coordinator, or Admin Specialist.
Experience in hospitality, real estate, or construction is a plus.
Professional fluency in both English and Chinese is mandatory for translation and interpretation duties (similar to HSK 5+ and Ielts 6.5+)
Advanced proficiency in Word, Excel, and PowerPoint for preparing high-level management reports and presentations.
Exceptional skills in calendar management, preparing agendas, and taking accurate meeting minutes.
Familiarity with contract administration, document control, approval workflows, and payment follow-ups.
Highest level of integrity and discretion when handling sensitive business information.
Strong interpersonal skills to coordinate smoothly with the PM team and external parties.
Proactive mindset, detail-oriented, and capable of working independently under pressure.
Office address: Central Point Tower, 102 Nam Ky Khoi Nghia, Saigon Ward (District 1), HCMC
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