Executive Secretary

• Manage the General Directors calendar appointments meetings and daily schedule.
  
• Coordinate with relevant stakeholders and provide timely reminders regarding upcoming commitments.
  
• Arrange meeting rooms invitations agendas presentations and supporting documents.
  
• Prepare or record meeting minutes when required.
  

• Prepare organize and maintain correspondence reports presentations and other documents required by the General Director.
  
• Coordinate documents requiring the General Directors review approval or signature.
  
• Maintain an effective filing system for both physical and electronic records.
  
• Ensure accuracy proper documentation and confidentiality of sensitive information.
  

• Coordinate business travel arrangements including flights accommodation transportation and itineraries.
  
• Prepare supporting documents related to travel expenses reimbursements and payments.
  
• Liaise with Finance or Accounting regarding expense processing when necessary.
  

• Receive organize prioritize and forward correspondence information and requests addressed to the General Director.
  
• Coordinate appointments and communication between the General Director and internal departments.
  
• Liaise professionally with customers partners suppliers and other external stakeholders on administrative matters.
  
• Follow up with relevant parties to ensure required information and documents are provided on time.
  

• Assist with arrangements for visitors management meetings corporate events and activities involving the General Director.
  
• Coordinate hospitality meeting logistics and related administrative requirements.
  
• Support preparation activities to ensure meetings and events run smoothly.
  

• Handle confidential business and executive information with a high level of discretion and integrity.
  
• Provide day-to-day secretarial and administrative support to the General Director.
  
• Carry out other administrative duties and assignments as requested by the General Director.
  

The position is authorized within the assigned scope to:

• Organize and coordinate the General Directors schedule meetings appointments and administrative activities.
  
• Communicate with departments employees customers partners and suppliers to obtain information or coordinate arrangements.
  
• Request necessary documents information and administrative support from relevant parties to complete assigned tasks.
  
• Receive process and distribute correspondence and documents on behalf of the General Director in accordance with confidentiality requirements.
  
• Recommend suitable arrangements for meetings travel schedules and administrative activities to improve efficiency.
  

• Bachelors degree in a relevant discipline or equivalent qualification.
  

• Approximately 23 years of experience as a Secretary Executive Secretary Personal Assistant Administrative Assistant or in a comparable position.
  
• Previous experience supporting a General Director Managing Director senior executive or senior management team is preferred.
  
• Experience working in an international or multinational organization is an advantage.
  
• Experience in a manufacturing or corporate environment is beneficial.
  

• Native-level Vietnamese.
  
• Good spoken and written English.
  
• Ability to communicate professionally with both internal and external stakeholders.
  

• Good working knowledge of Microsoft Office / Microsoft 365.
  
• Proficiency in Outlook Word Excel and PowerPoint.
  
• Strong calendar and meeting-management skills.
  
• Experience with electronic filing and digital document management.
  

• Organization & Time Management: Able to effectively organize schedules documents priorities and administrative tasks.
  
• Attention to Detail: Accurate careful and detail-oriented when handling documents and arrangements.
  
• Communication: Professional clear courteous and confident in written and verbal communication.
  
• Confidentiality: Demonstrates discretion integrity and a strong understanding of confidential information handling.
  
• Reliability: Responsible dependable and committed to completing assigned duties.
  
• Flexibility: Able to adapt to changing priorities schedules and urgent requests.
  
• Multitasking: Capable of managing multiple administrative activities simultaneously.
  
• Problem Solving: Able to identify and independently resolve routine administrative issues.
  
• Teamwork: Works effectively with colleagues across departments and with external stakeholders.