Executive Assistant

JOB SUMMARY

• The Executive Assistant provides bilingual English/Vietnamese communication support and coordinates operational reporting, meeting/action documentation, and selected cross-functional projects for the Operations Director.
• The role consolidates accurate and timely information from multiple sites, departments, and managers; verifies data completeness; tracks action owners and deadlines; follows up on progress; and escalates delays or unresolved roadblocks.
• Routine calendar, travel, driver, and meeting-room coordination remain supporting responsibilities rather than the primary focus of the position.
• ESSENTIAL DUTIES & RESPONSIBILITIES
• 1. Translation / Interpretation & Communication Support ·   Provide English–Vietnamese and Vietnamese–English translation and interpretation for meetings, documents, emails, and operational communications. ·   Help clarify messages and coordinate communication between English-speaking and Vietnamese-speaking teams to ensure shared understanding. ·   Draft, translate, and organize business correspondence and bilingual updates as required.
• 2. Meeting Notes & Action Item Capture ·   Attend selected meetings to capture clear notes, key decisions, action items, responsible owners, and due dates. ·   Prepare and distribute meeting summaries when needed, ensuring action items and commitments are accurately documented. ·   Maintain action trackers and follow up on assigned items and special project deadlines. ·   Support meeting documentation without taking ownership of the Operations Director’s overall meeting preparation, personal review of notes, or daily schedule management.
• 3. Report Coordination & Data Consolidation ·   Collect and consolidate information from multiple sites, departments, and managers into accurate, timely, and easy-to-understand reports. ·   Coordinate multi-site operational reports, attendance/manpower reports, project status reports, KPI summaries, vendor/visitor reports, training/onboarding reports, and open-action trackers. ·   Verify data accuracy, completeness, consistency, and reporting deadlines before submitting reports. ·   Proactively follow up with data owners to obtain missing information, clarify discrepancies, and resolve gaps before reporting. ·   Prepare dashboards, summaries, and management presentations using Excel, PowerPoint, and other relevant digital tools.
• 4. Project Coordination & Follow-Up ·   Coordinate follow-up for selected key projects by checking progress, updating trackers, confirming responsibilities, and monitoring milestones and deadlines. ·   Follow up with relevant departments, managers, vendors, and other stakeholders to obtain timely status updates and drive agreed actions to completion. ·   Identify delays, missing information, risks, or lack of response and escalate unresolved roadblocks to the Operations Director for support. ·   Maintain project records and provide concise status updates on progress, pending actions, and issues requiring management attention.
• 5. Calendar, Travel & Administrative Coordination ·   Support calendar updates, meeting-room scheduling, travel agency coordination, driver arrangements, and visitor coordination as needed. ·   Provide administrative support for selected management meetings, business visits, and operational activities. ·   Handle confidential information and documents professionally.
• 6. Cross-functional Coordination & Process Support ·   Coordinate communication and follow-up across Operations and other departments to support timely execution of agreed actions. ·   Coordinate with external vendors and contractors when required and maintain relevant records. ·   Support audits, customer visits, management reviews, and selected process-improvement or digitalization initiatives

• Education ·   Bachelor’s degree in Business Administration, Supply Chain, Industrial Engineering, Logistics, Management, Languages, or a related field.
• Experience ·   Minimum 3 years of experience in operations coordination, reporting, project coordination, translation/interpretation, executive support, or a similar role. ·   Experience supporting senior management and coordinating across multiple departments is preferred. ·   Experience in warehouse, logistics, supply chain, or a multi-site environment is an advantage.
• Technical Skills ·   Strong English and Vietnamese communication, translation, and interpretation skills. ·   Advanced Microsoft Excel skills, including PivotTables, Power Query, Power Pivot, and complex formulas. ·   Proficiency in Microsoft PowerPoint, Teams, and other Microsoft 365 tools. ·   Strong data consolidation, report preparation, and data-validation skills. ·   Microsoft Project, Power BI, and AI tools (e.g., ChatGPT or Microsoft Copilot) are an advantage.
• Competencies ·   High attention to detail and commitment to data accuracy. ·   Strong organization, follow-up, and deadline-management skills. ·   Confident stakeholder communication and ability to follow up persistently and professionally. ·   Analytical thinking and problem-solving ability. ·   Ability to manage multiple priorities, work independently, and escalate issues appropriately. ·   Professionalism, discretion, and confidentiality