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Maintain general filing systems for CCO, control all data, information, contact records, document & report... as requested by the CCO.
Prepare files, reports, correspondence and other relevant business documentation upon the request of the CCO.
Prepare and organize paperwork and mail.
Receives, opens, distributes incoming mail and documents as assigned by the CCO. Check initially all document submitted for approval of CCO.
Arrange appointments and meetings for CCO, master the working calendar of CCO.
Attend meetings with CCO and sometime represent CCO in some meetings as requested by CCO.
Translate verbally and in writing for CCO as requested. Do secretarial jobs for CCO before/during/after the meeting.
Assist CCO in travel planning, includes but not limit to air ticket, accommodation, agenda, payment report, scheduling...
Support CCO in working with relevant departments to complete the procedures and processes includes but not limit to work permit, visa & resident permit, reports, schooling, housing contract...
Must be able to meet the attendance guidelines of the job and adhere to departmental and company policies.
Always maintain confidentiality on all matters.
Demonstrate essential overall knowledge of the organization.
Understand the responsibilities of other units and departments and co-operate with Heads of department in assisting CCO. Take dictation of correspondence as required.
Handle general enquiries and upon requests of CCO.
Job Requirement
Bachelor’s degree.
Three years of admin and secretary experience at the executive office of global company.
Must have the proven manner when working with confidential information.
Must be able to write legibly, complete detailed paperwork and use a computer for extended periods of time.
Excellent organization skills for filing, taking notes, travel planning, expense report management, processing invoice payments, meeting scheduling, et cetera.
Strong capability in Microsoft Office knowledge, especially in Microsoft Excel (ability to do intermediate level spreadsheets), Word, PowerPoint (ability to compose and edit presentations) and Outlook.
Must present a well-groomed appearance.
Strong ability to communicate fluently in Vietnamese and in English both verbally and non-verbally.
Capacity to foster productive relations with peers and assure teamwork is the prevailing way to do business.
Must have the ability to handle difficult or stressful situations with tact and diplomacy.
