CEO Secretary

The goal is to contribute to the efficiency of the overall business by ensuring all assigned
administrative duties are carried on timely and efficiently:

• Assists the President/CEO with daily administrative duties and completes a broad variety of
  administrative tasks.
• Maintain CEO’s agenda and assist in planning appointments, board meetings, conferences etc.
• Secretarial support for meetings as and when required by the CEO, including drafting and
  circulating, meeting agendas, preparing minutes, communicating meeting reminders, confirming
  venues and arranging refreshments.
• Writing and distributing comprehensive minutes and action points to all members post meeting.
• Receive and screen phone calls and redirecting them when appropriate.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.).
• Responsible for organising CEO travel and logistics including flights, visa requirements, hotel
  accommodation, car rental, meeting schedules while travelling and completing expenses.
• Conduct research, prepare presentations, reports, letters, proposals as assigned; prepares and
  coordinates oral and written communication with others.
• Translate CEO’s messages and documents from English to Vietnamese and vice versa; maintain
  confidentiality of all sensitive material and information.
• Provides a bridge for smooth communication between the CEO and internal departments,
  maintain credibility, trust and support with senior management staff.
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Attend trainings, events, meetings and conferences relevant to duties and responsibilities as
  outlined in this job description.
• Assist with CEO’s personal matters including holidays, flights, banking, family and other private
  matters.
• Working time: Flexible.

• Vietnamese only.
• Bachelor degree.
• Fluent in English.
• Executive secretaries must be quick professionals with great time-management and multitasking
  abilities. It is with their diligence and competence in their work that executives can focus on their
  managerial responsibilities without worrying for other tasks.
• Proven experience as executive secretary or similar administrative role (from 1 to 2 years).
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
  with excellent attention to detail.
• Proficient in MS Office.
• In depth knowledge of office management and basic accounting procedures as well as technical
  vocabulary of relevant industry.
• Familiarity with basic research methods and reporting techniques.
• Outstanding communication and negotiation abilities.
• Integrity and confidentiality.