Admin Assistant, Staff Shared Services

• Drafts, composes, types, and proofs correspondence, documents using Microsoft Office and Outlook.

• Create spreadsheets, prepare expense and other reports, enter data, and create reports. Order and maintain inventory of various office supplies.

• Create or edit contract, addendum and liquidation as required by manager.

• Maintain records of all vendors including, but not limited to, the cleaning service, repair services; monitor invoices and submit for payment

• Schedules and coordinates logistics, materials for meetings

• Manages calendar schedules for manager and section, travel arrangements, process expense reports and travel claims

• Serves as an information resource/communication channel for policies and procedures

• Assist with operation task for Hoiana Village and other one-off requests such as IT assistance, etc.

• Acts as a member of the Admin team. This includes providing coverage for executive assistant or another administrative assistant as required

• Assumes ownership of department initiatives, understand goals and demands on the team, anticipates needs, and initiates action, manages multiple priorities, and re-prioritizes where necessary

• Other tasks assigned by line manager

• Accommodation: Hoiana Village – a modern 960-room complex (provided with 03 meals a day – Laundry & Housekeeping service – Recreations).
• Working transportation to Da Nang and Hoi An.
• Competitive salaries, international medical insurance and others.
• Attractive Hoiana employee in-house rates.
• Intensive career development.
  

• College or bachelor’s degree

• Fluent in English (writing, listening, and speaking)

• Experience of managing multiple complex organizational support needs e.g.: calendaring, travel needs along with the ability to prioritize and deliver to expectations in a fast-changing environment

• Experience of using Microsoft Office, Outlook calendar management including coordinating complex meetings that require senior management attendance

• Experience of booking complex domestic/international travel and coordinating visas and extra travel needs.

• Must be a highly self-motivated to independently set and meet deadlines.