Project Coordinator (Executive Assistant)

• The Project Coordinator plays a key role in supporting and coordinating various activities related to product innovation projects and activities.
• This role is responsible for project coordination, communication facilitation, supplies and equipment monitoring, and administrative support.

I/ Key Responsibilities

• Project Coordination
• Assist in project planning, establish timelines, and track project progress to ensure timely completion of deliverables.
• Report status regularly to track project progress against goals, objectives, and timelines, and keep stakeholders informed.
• Serve as a central point of contact for project-related communication.
• Prepare and distribute project-related communications to stakeholders, ensuring clear and effective communication channels.
• Maintain accurate and organized documentation, including project plans, meeting minutes, action items, and status reports.
• Administration support
• Act as a note-taker during meetings with suppliers and key stakeholders, capturing action items and following up on taskspost-meetings.
• Assist in creating and formatting presentation slides and documents for internal and external stakeholders.
• Manage the meeting calendar, coordinate with relevant internal and external stakeholders to schedule meetings, and send out invitations for testing, reviews, and other activities.
• Ensure version control, accessibility, and confidentiality of key documents.
• Lab Consumables and Equipment Monitoring
• Monitor inventory levels of lab consumables and equipment, ensuring an adequate supply for ongoing projects and coordinating procurement as needed.
• Coordinate the procurement, maintenance, and tracking of supplies, equipment, consumables, and fixed assets for the NPI Center.
• NPI Center Support
• Send requirements to suppliers, coordinate with designers and construction teams (for NPI Center, NPI Department at the Factory) to ensure meeting all requirements and timely execution.
• Coordinate the receipt and transfer of goods, such as samples, and handle purchasing inquiries.
• Work with IT to monitor employee activities through cameras and fingerprints, manage visitor & investor access, support events at the NPI center, and ensure the security of the facility.
• Support the organization of NPI Proactive Innovation events.

II/ Job Requirements

• Education/ Training Qualifications
• Bachelor's degree in Business Administration, Marketing, Finance or a related field.
• Experience 05+ years of experience as a Senior Project Coordinator, Admin & Marketing Coordinator or Executive Assistant or in a similar role.

Knowledge of

• Proficiency in project management tools and software is a plus.

Skills (Ability to)

• Good organizational and time management skills with the ability to prioritize tasks effectively.
• Good communication and interpersonal skills.
• Detail-oriented with strong documentation and record-keeping abilities.
• Self-motivated and proactive with the ability to work independently and take initiative.
• Flexibility to adapt to changing priorities and deadlines in a fast-paced environment.
• Positive attitude, willingness to learn and develop.
• Strong Vietnamese & English language skills.