Executive Secretary to General Director

TalentsAll's client is a European manufacturer specialized in developing, manufacturing, and supplying their premium power products with a range of customers worldwide in the medical, test & measurement, military, and robotics industries, and have been growing dynamically for over 30 years.

Responsibility

2.1 Calendar & Meeting Management

• Manage the General Director's calendar, appointments and meetings; coordinate with relevant parties and provide timely reminders.

• Arrange meeting rooms, invitations, agendas and necessary documents; take meeting minutes when required.

2.2 Document & Correspondence Management

• Prepare, organize and maintain documents, correspondence, presentations and other materials for the General Director, including documents requiring review or signature.

• Ensure proper filing, accuracy and confidentiality of all documents and information.

2.3 Business Travel & Expense Support

• Arrange flights, hotels, transportation and itineraries for the General Director's business trips.

• Prepare and process related expense and payment documents in coordination with Finance/Accounting.

2.4 Communication & Coordination

• Receive, organize and forward information, correspondence and requests to the General Director in a timely manner.

• Coordinate communication and appointments between the General Director and internal departments, customers, partners and other stakeholders.

2.5 Visitor & Event Support

• Support the arrangement of visitors, business meetings, company events and other activities involving the General Director.

• Coordinate related hospitality and administrative arrangements.

2.6 Confidentiality & Administrative Support

• Maintain strict confidentiality of company and General Director-related information and documents.

• Provide general secretarial and administrative support and handle other tasks assigned by the General Director.

Requirement

EDUCATION

• Bachelor's degree in Business Administration, Administration, Foreign Languages, Secretarial Studies or a related field.

EXPERIENCE

• 2–3 years of experience in Secretary, Executive Secretary, Personal Assistant, Administrative Assistant or a similar position.

• Experience supporting a General Director, Managing Director or senior management is preferred.

• Experience in a European/German company is an advantage.

• Experience in a manufacturing company is an advantage.

LANGUAGES

• Vietnamese: Native.

• English: Good verbal and written communication skills.

• Able to communicate professionally with internal and external stakeholders.

IT SKILLS

• Good command of Microsoft Office / Microsoft 365.

• Proficient in Outlook, Word, Excel and PowerPoint.

• Good skills in calendar and meeting management.

• Good document filing and digital document management skills.

ADDITIONAL SKILLS

• Organization & Time Management: Able to organize schedules, documents and tasks effectively.

• Attention to Detail: Careful, accurate and detail-oriented.

• Communication: Professional, clear and polite communication.

• Confidentiality: High level of discretion and integrity.

• Responsibility: Reliable and committed to completing assigned tasks.

• Flexibility: Able to respond appropriately to changing schedules and urgent requests.

• Multitasking: Able to handle several administrative tasks simultaneously.

• Problem Solving: Able to identify and resolve routine administrative issues independently.

• Teamwork: Able to cooperate effectively with different departments and stakeholders.

Benefit:

·       Gross monthly salary: ~20M VND

·       60-day probation period, receiving 100% of the official salary

·       Social insurance contributions start from the beginning of employment

·       Compensation insurance (24/7): applicable to 100% of employees

·       Tet holiday bonus: applicable to 100% of employees. Bonus amount based on performance evaluation at the end of the year

·       Opportunity to participate in relevant professional training courses: based on the professional situation of each position

·       City shuttle bus service

·       Lunch provided at the company

·       Annual company trip (at least 2 working days)

·       Bonuses for excellence, innovation, seniority, and training

·       Lucky draw

·       Year-End party

·       Other team-building activities for the management team + department teams + company activities

·       Working hours: Monday - Thursday: 08:00 - 17:30