Ho Chi Minh City, Vietnam
My career objective is to achieve a challenging position where my expertise, professional experiences in the across of industries as well as departments would have valuable application while benefiting the organization. 10+ years experience in Office Administration & Senior Secretary. Excellent at multitasking, with particular expertise in managing deadline-driven environments, maintaining records, increasing office efficiency and dealing with a large volume of business inquiries.
+ Assist clients to analyze their financial health to plan for short & long-term goals including emergency fund, budgeting for education expenses and saving for retirement through investments + Build and maintain relationships with existing customers to provide excellent customer service and comprehensive financial solutions as well as seek the opportunities to approach the potential customers + Assist RD to follow up pending case, update new policy, announcement, sale memo from company to the sales team + Support Marketing & Event team to organize workshop for customers, new member, dining, team building….
+ Administer company’s properties, insurance, Branch's premises, maintenance, storage, transportation and other general administration services to ensure the smoothly operation. + Handle office relocation, renovation & move-in process including leasing terms negotiation, deal with suppliers about fit-out plan, cost control to ensure the project within the set timeline & budget. + Plan & implement the activities in relation to the administration within the specified period and allocated budget. Be responsible for overall organization procurement, execute bidding process, build the proactive sourcing & supplier network. + Monitor and control by keeping the relevant record and examining them, taking corrective measure or renew on any deviation from the plans. + Manage company stamp and tokens. File company documents including incoming & outgoing official dispatches, information disclosures, decisions, procedures and services contracts. + Guide & support branches in matters relating to Admin functions. + Coordinate with HR department, MKT department to organize customer events, staff engagement activities (company trip, family day, staff monthly birthday party, women day, christmas & new year celebration…) + Undertake other assignment instructed by the BOD.
Personal Assistant to CEO: + Plan work agenda, travel arrangements and handle all administrative matters of CEO’s office. + Screen all incoming documents for CEO’s approval by checking their details and accuracy to ensure conformity to the company system and correctness of documents. + Deal with incoming phone calls, email, inquiries and requests, often corresponding on behalf of CEO + Arrange & attend meetings, ensure the CEO is well prepared for meetings & take meeting minutes. Remind Department Head of important tasks & deadline. + Organize & maintain diaries and make appointment/ meeting/ conference calls/ travel plans. + Organize divisional special events (team workshops/ team building activities, etc..) and coordinate in some projects as required. + Translate from English to Vietnamese and vice versa for the meeting and required documents/materials. + Perform other tasks as required by CEO. Office Administration: + Organize office layout and manage stationery & equipment. Maintain office condition and arrange necessary repairs. + Manage all jobs of Receptionist, Admins staffs, Drivers and Tea-lady. + Cooperate with Branches in Vietnam, Group HR in Shanghai and other member companies to arrange the accommodation, transportation for VIP guests when they visit Vietnam. + Handle office leasing task, deal with brokers to find the potential tenants. File the leasing contract, follow up the payment and liaise with current tenant to fulfill their requirements. + Assist HR Director to develop company organization & culture. Marketing Assistant: + Assist Division Manager to plan and execute marketing strategy in launching and developing new product in Vietnam. + Design and organize promotion program to increase brand awareness of the product. + Work with designing team to create and manage all visual designs of marketing issues including brochure, flyer, standee, banner.
· Send and receive incoming calls, fax, post-mail and transfer to relate person. · Set up and follow up schedules of the conference rooms, projectors and teleconference sessions for meetings. Ensure all guests and visitors are welcomed and arranged for meetings at the offices. · Support Sales Department to prepare purchase orders and sales contracts. · Manage shipments, import documents, check custom declaration and follow up the process of delivery goods to customers. · Maintain office facilities & equipment · Estimate and advance the weekly expense and settle the advance weekly. · Coordinate with Chief Accountant to follow up customer payments, file documentation of sales orders, contracts and update all information/data relate to customers. · Arrange accommodation for the General Director and relevant staff during their business trip. · Responsible for recruitment: post job ad, look for suitable candidate and arrange the interview. · Organize company activities such as company outgoing, parties, seminars, exhibitions…