Senior Executive Assistant

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Job Description
A. Assist GM & LTs in business works:
Responsible for maximizing efficiency and effectiveness of all administrative works: daily/weekly/monthly business schedule, meeting arrangement on timing & logistics, visa application, business trip accommodation and traveling arrangement, T&E claim....
Cooperate with related functions & consolidate data to make the regular report (daily/ weekly/ monthly) as requested, prepare presentations (LTs Meetings, AOP, Projects etc.), meeting minutes for LTs meetings other paperwork tasks, draft the communication for various topics (org changes, leadership guidances, etc)
Support GM/LTs to review and check Recommendation before getting the approval to comply with policies and highlight with exceptional case.
Notify & announce LTs decisions to relating people.
Other administrative works to meet LTs needs and comply with the company's requirements.
Calendar Management for leaders
Receive activities request
Make reasonable adjustment and proposal for a smooth day to day engagement
B. Coordinator for Admin Logistic & Legal:
Manage and booking flight tickets / hotel/ visa for business trips for all Users
Manage & payment Mobifone/Vinafone and telephone services of Long Hau
Manage & arrange layout of the meeting room for workshop/event in Long Hau
Organize for visit trips, meetings at national/regional scope: offsite meeting; team building by being in charge of logistics arrangement: venue selection within budget; contracting process; propose the program agenda & satisfaction survey.
Coordinate with Function Heads to find out the training course within budget; process contract as guideline; schedule training and arranged logistics for team.
Support team on administration for meeting arrangement and any business relative request
Follow company policies & processes. Support team members at locations by printing, follow and get documents approval from LTs
Legal document management
Arrange POA; Notarized documents
Organize meetings, including scheduling, sending reminders and organizing catering when necessary
Coordinate with participants to schedule the meeting
Create the meeting template, work with leaders on the high level content, and work with relative stakeholders to prepare the details
Coordinate the logistics needed for the meetings
Take note for some requested meetings
Send out the meeting minutes
Follow up on the action required
Organized event: Management meeting, Dinner party, welcome party, farewell party, birthday party, regional/VIP visting.... for LTs
C. Birthday & Recognition program:
Manage & deliver Birthday gift for all Users ( one time/month >> within 03 days)
Manage & deliver vouchers of Thank you program ( one time/month)
D. Others:
Ad-hoc assigned by LTs or Admin Manager
Support CSR activities (Customer Social Relation)