Assistant to the Board of Director

Job Purpose Summary:

An Executive Assistant works closely with Country Manager and Deputy Country Manager, providing high-level executive, administrative, and coordination support. The role organizes the Country Manager's calendar, meetings, information flow, and documents for signature; coordinates follow-up on management directives; consolidates reports and prepares relevant information, analyses, and options to support timely decision-making. The role also provides coordination and administrative support to the other members of the Board of Directors, including notably business travel, BOD meetings, drafting, communications, confidential document signatures, and assigned projects.

JOB DESCRIPTION

Accountabilities and Responsibilities:

1. Calendar & Information Support

· Calendar & travel: organize and update the Country Manager’s calendar and meetings; coordinate domestic and international business travel arrangements for the Country Manager and other BOD members, including transportation, accommodation, itineraries and related travel expense reimbursement procedures

· Information focal point: receive, screen and classify emails, incoming/outgoing correspondence and calls; promptly report matters requiring the Country Manager’s attention and action.

· Signing workflow: coordinate the review and administrative completeness of documents before submission for signature; ensure required supporting documents and prior approvals are available; and track paper and electronic signature workflows in accordance with the company's approval authority matrix and in close coordination with Legal and relevant functions.

2. Meeting Support & Follow-up

· Meeting organization: help prepare agendas, materials and logistics for Board of Directors and Management Team meetings, monthly/quarterly business reviews and workshops.

· Meeting secretary: take minutes, consolidate decisions and circulate them to relevant parties on time.

· Implementation follow-up: communicate the BOD’s directives to functions, help track progress and promptly report any issues or delays.

3. Drafting, Communication & Confidentiality Support

· Drafting: contracts, official letters and key documents as requested by the BOD members.

· Executive communication: help prepare messages, speeches and presentations; coordinate with HR and Internal Communication for events involving the BOD.

· Translation & interpretation: support English - Vietnamese translation and interpretation in meetings, site visits and engagements with authorities and partners.

· Records & confidentiality: keep records well organized and easy to retrieve; maintain strict confidentiality of executive information and manage access rights appropriately.

4. External Relations & One Vietnam Collaboration

· External relations: support hosting VIP guests; act as a contact point with Chambers of commerce, Business Associations and external partners as assigned by the Country Manager.

· Internal coordination: work closely with functions and sites across Vietnam; follow up and track tasks when authorized by the BOD and report any internal issues requiring BOD involvement in due time.

· SEA & HQ coordination: coordinate closely with the Assistant to the SEA Chief Operating Officer on SEA-related matters and Group managers’ visits to Vietnam, ensuring aligned scheduling, logistics, meeting preparation and information flow.

5. Project & Improvement Support

· Projects: support cross-functional projects when assigned by the BOD (e.g. ERP, AI transition, Travel Agency, HR software).

· Improvement: share ideas and propose improvements to work processes and the use of digital tools (Teams, Planner, Copilot) at the company head office.

Manager remains the primary executive supported by this position and takes priority whenever demands compete.

• Ngày làm việc: T2 - T6 • Giờ làm việc: 09:00 - 18:00 • Cấp bậc: Có kinh nghiệm • Loại công việc: Toàn thời gian