Personal Assistant to Director #PFS860284

Job Overview And Responsibility

Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of her day to day affairs, and most effective use of her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

1.Scheduling:

• Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary with director’s contacts, client­-side companies and internal project teams.
• Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre­-meeting briefings and meeting papers.

2.Blocking and tackling:

• Monitor all tasks and help her not to get caught up in low-­level tasks, by setting priorities and block and tackle things that come up and get in the way. Preventing “context switching”.
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate. Write low-­priority emails on director behalf

3.Preparation:

• Produce documents, briefing papers, reports and presentations for the Director.
• Supervise all Company incoming/outgoing mail with clients.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow­-up action.

4.Admin

• Work with external recruitment agencies to set-­up interviews & onboard 1­-2 new employees /month. Organize team building activities for team (Once per week).
• Any other duties as may reasonably be required by the Director.

Required Skills and Experience

• Experienced Personal Assistant at senior management level at least 2 years.
• Good at Business English. Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the company.
• Excellent IT skills Google Suite (Mail/Calendar/Docs/Spreadsheets), including a working knowledge of presentation software packages (Keynote, Page,…), and Task management tool.
• Ability to organise and plan own work. A flexible, pro­active approach to work including the ability to prioritise and re­ prioritise. Excellent attention to detail, with the ability to maintain a high level of accuracy.
• Experience of working in a Technology/ Consulting Firm or Agency Environment is an advantage.
• NOTE: Director is not only Director of Company but also Advisor in BOD of 3 other companies, so you will deal with many different stakeholders inside and outside the company.

Why Candidate should apply this position

• Follow VN ħğ working hours and VN Holidays.
• Full benefits in compliance with Vietnam Labour Code, 13th month salary.
• Daily meeting with Team via Zoom (until Covid situation changes).
• Modern co­-working space office in : Sala, D2, Saigon. Private team office.

Reporting to

Director

Interviewing Process

2 rounds