Deputy CEO Personal Assistant is responsible for helping Deputy CEO in business activities inclusive of administration tasks, schedule organizer for Deputy CEO, follow up Communication process and supports in some special project requirements.
Job Description:
a. Administration work:
In charge of emails transferring from Deputy CEO, including informing involved departments, processing emails at a defined level.
Accompany Deputy CEO to meetings as required, take formal meeting minutes.
Support the Deputy CEO in the organization and preparation of board meetings, committee meetings, meetings, events and trips.
Support Deputy CEO in general, e.g., handling of incoming calls / visitors, screening of incoming correspondence, settlement of expenses etc.
Make sure that no urgent doandent/emails sent to Deputy CEO stay unread during the Deputy CEO’s leave.
Responsible for the filing and archiving of the Deputy CEO deadens.
Assist Deputy CEO in specific assigned duties: correspondence, filling of (confidential) decadents, take meeting minutes, communication, etc.
Chase and monitor Report as well as feedback from other Departments to Deputy CEO.
System Management: Maintain and oversee relevant systems to ensure smooth operations.
Expense Management: Track, manage, and process expenses of Deputy CEO and teams’ members in compliance with company policies.
Coordination with department Admin: Collaborate with the Admin team to support department activities and logistics.
Document Handling: Check and deliver documents for the Deputy CEO’s signature, ensuring timely processing.
b. Schedule organizer:
Co-ordinate with Department Heads/other related persons in handling specific issues, exchange information, support and co-ordinate with other related persons regarding general office administration.
Supporting day-to-day administrative work including Deputy CEO’s diary / business travel arrangement (contact, accommodation, work schedule).
Maintain business and personal calendars of Deputy CEO, act as a “filter”.
Coordinate with all Department Heads on behalf of Deputy CEO, help out Deputy CEO to delegate the work to other departments and monitor the progress.
c. Communication process:
Assist Deputy CEO to prepare draft letters, communication in English/ Vietnamese as required.
Exchange of information to/from parties in-and outside the company.
Draft form and letter to clients, partners and help out BOM on deadens filing.
d. Project involvement: Assist Project Manager in research, collect, analyze, and organize information to the requirements of project development.
Co-ordinate with related person to update process/status of existing internal or company business development projects. Some extend of project involvements may be required as per personal desire for career development.
Job Requirement
Graduated from University/College (preferably Human resources, Business Administration, Economics, Law) Special cases will be approved by the line manager.
At least 2 years as personal assistant for CEO, Deputy CEO …
Dynamic, proactive, innovative and adapt to change.
Strong organization and prioritize skills.
Effective communication, strong interpersonal and good presentation skills.
Ability to work independently, professionally and under high pressure.
Demonstrated a good teamwork, commitment, customer orientation, problem solving and willing to support.
Can-do attitude.
Multi tasks, multi skills.
Ability to maintain a high level of discretion and confidentiality.
