Executive Secretary | Thư ký điều hành

DUTIED AND RESPONSIBILITIES:

1. Prepare and manage of set up filing system and to ensure that an update index of files and form is done on regular basis.

2. Label all files and folders alphabetically and to make sure that all relevant documentation related to our upcoming projects are kept systematically.

3. Compile all trace materials and to place them in appropriate trace date order for further action and follow up.

4. Manage efficiently a daily trace system.

5. Prepare all trace files to General Manager on the actual date in order to make necessary action or follow up both internally and externally.

6. Prepare and manage correspondence, reports and documents with high level of effectiveness.

7. Photocopy a covering correspondence with trace date by ensuring clear indication and put the photocopy into individual jacket according to the trace date.

8. Coordinate with all individual concern for meeting when it is necessary

9. Act as Interpreter and translator when it is necessary.

10. Be a main coordinator in administrative tasks in any special assignment such as Yearly budget, Standard Operating Manual.

11. Monitor all appointments, meetings, and trainings to ensure that schedules are logged, traced and to remind all concerns whereby it is necessary.

12. Prepare appropriate files, folder, information, and relevant documents for each meeting and to take minutes of meeting whenever it is required.

13. Minutes of each meeting needs to be circulated to all concern within 24 hours.

14. Accuracy and appropriate presentation needs to be checked and make any changes according to the supervisor’s discretion.

15. Update files and discard old file in the Archive store in order of topic, dates and years.

16. Maintain professionalism related to appropriate communication amongst peers, colleagues, supervisor.

17. Communicates both verbally and in written form to answer any inquiries and to provide such necessary information whereby it is necessary under the supervision of General Manager.

18. Handling the incoming calls and outgoing call with high level of confidentiality.

19. Screen checking for all incoming call is required in order to gather general information of what topic is regards to and to whom the caller wishes to contact. After obtaining all relevant requirement, clear idea of further action to appropriate personnel must be drawn and be conveyed message accurately.

20. Maintain the administrative organization that includes typing, filing, correspondence and distributing in-coming mails/faxes.

21. Operate office equipment professionally and to enable to send faxes, to scan and to access Microsoft Office such as Word, Excel, Power Point and an e-mail.

22. Make an arrangement on traveling and to update travel schedule for General Manager. Further assistance of making travel arrangement for any managers within department could be requested for time to time.

23. Keep records of travel expenses. Reimbursement can be taken in action when an approval from General Manager will be made.

24. Dispatch the mailings with appropriate contents, letters, envelopes, etc.

25. Ensure and make necessary action on follow up with the relevant department and properties on month end reports in order to meet given timeframe.

26. Update information and data relevant to the department at all times

27. Work and coordinate with other departments professionally and diplomatically to ensure that the responsible job of the department meets target and goals

28. Update the organization chart and to make note on necessary contact details or any other relevant information within department.

29. Maintain level of confidentiality and to make sure that none of confidential matter will be disclosed.

• Minimum 02 years in providing direct administrative support to senior executives
• Coordinate multiple tasks simultaneously and prioritize each appropriately
• Ability to work effectively in a dynamic environment
• Effectively communicate and collaborate in a professional manner
• Detail oriented and problem solving skills
• Strong MS Office skills – especially with reports and Powerpoint presentations
• Organized, methodical, analytic, approachable and is pro-active
• Ability to handle sensitive information in a confidential manner
• Excellent communication in English and Vietnamese