Job Openings Executive Assistant to CEO _ ABA Cooltrans

About the job Executive Assistant to CEO _ ABA Cooltrans

A. RESPONSIBILITIES:

1. GENERAL

  • Assist primarily the CEO with organizational, financial and personal administration on a daily basis
  • Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
  • Lead short-term projects and initiatives as requested by the CEO
  • Respect the need for confidentiality and sensitivity of information
  • Have a proven ability to exercise good judgment in recognizing the scope of authority
  • Assist other Directors as delegated by the CEO
  • Other job duties assigned by CEO

2. COMMUNICATIONS

  • Communicate and handle incoming and outgoing electronic communications on behalf of the CEO
  • Chase responses to requests and emails to/from the CEO if requested
  • Greet visitors graciously and in a professional manner, create a good personal image through a neat, clean, businesslike professional appearance and a positive, cheerful attitude.
  • Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner

3. SCHEDULING:

  • Work with the CEO to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating CEOs global and domestic travel itineraries
  • Organize all other meetings to be attended by the CEO, including staff lunches, coffees, and Skype calls,... when requested
  • Ensures that key dates and events are highlighted to the CEO ahead of time

4. MEETINGS

  • Prepare materials, packets and presentations for CEOs meetings, senior management team meetings, off-sites, and all-staff meetings
  • Organize the logistics of board meetings and other key internal meetings
  • Coordinate and distribute notes at management meetings as requested
  • Type up notes of the CEO/ the Board as requested
  • Organize and arrange venues for all other meetings requested by the CEO

5. RECORDS AND DOCUMENTATION

  • Maintain records of decisions and ensure action items are clearly recorded for the CEO
  • Organize documents for signatures of CEO and members of executive staff related to relevant projects
  • Keep accurate records and files at all times and as appropriate
  • Update and maintain database of executive key contacts

6. OTHER

  • Coordinate travel arrangements including scheduling for CEO, executive staff, board members, and key guests as directed by the CEO
  • Provide oral and written translation of Vietnamese to English, and English to Vietnamese as needed
  • Manage CEOs expense claims
  • Purchases and sends gifts for key relationships
  • Meet key guests at the airport
  • Assist with special projects and reports as required as the CEO

B. KEY REQUIREMENT:

  • Bachelor degree required, preferred Foreign Trade University or excellent studying results at other prestige universities in Vietnam.
  • At least 5-7 years of work experience in administrative and personal assistant roles at the executive level.
  • Excellent attention to detail, accuracy and quality
  • Excellent written and verbal English communication skills
  • Ability to maintain calendars and schedule appointments
  • Ability to compose and edit written materials, translation experience is a plus
  • Ability to work easily and effectively with a wide range of people
  • Able to manage multiple projects and responsibilities at once; ability to meet deadlines
  • Ability to be flexible and exercise sound judgment
  • Ability to work flexible hours as needed
  • Possesses time/organization/stress management skills
  • Strong commitment to ABAs vision and missions
  • A responsible attitude to all aspects of the work
  • Kind attitude towards colleague and foreign staff; hospitable towards guests
  • Possesses cultural awareness and sensitivity
  • Demonstrates solid work ethics and comply to company value and culture
  • Proficiency with MS Office Suite especially Word, Excel and PowerPoint
  • Strong ability in analysis and commercial sense.

DESIRABLE QUALITIES

  • - Passion and personal interest in people and providing assistance
    - Holds a positive and outgoing perspective on life

SALARY: from 35mil - 38mil gross per month


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