Job Purpose:
As the Executive Assistant for the regional HQ, you will report to our CEO. The ideal candidate will be a proactive problem-solver with exceptional communication skills and a keen ability to anticipate needs. This role requires a combination of administrative proficiency, strategic thinking, and impeccable attention to detail to ensure seamless operations and enable our executive team to focus on strategic priorities.
Role & Responsibilities:
Administration
· Provide comprehensive administrative support to CEO, including managing calendars, scheduling meetings, arranging travel itineraries and logistics and handling expense reports with discretion.
· Translate official government and regulatory documents (English and Vietnamese).
· Receive and forward communications to different staff and departments.
· Organize meetings and meeting schedules for each department and ensure conference rooms and other meeting spaces are prepared prior to use.
· Support accounting department to process invoices, make payments, and track receipts.
· Support human capital department to ensure local and visiting team members’ business needs are met.
· Other administration duties as required by CEO; filing, scanning, faxing, courier delivery and receipts, answering phone calls, and responding to emails.
Communication Liaison
· Serve as a primary point of contact between executives and internal/external stakeholders, demonstrating professionalism and diplomacy in all interactions.
· Facilitate clear and efficient communication channels to ensure timely dissemination of information.
Organization and Confidentiality
· Organize and prioritize incoming requests and correspondence, ensuring that urgent matters are addressed promptly, and non-urgent matters are appropriately delegated or deferred.
· Maintain confidentiality and handle sensitive information with the utmost discretion.
Projects Support
· Assist with the coordination and execution of special projects, initiatives, and events, collaborating with cross-functional teams to drive successful outcomes.
· Follow-up actions to ensure alignment with project timelines.
· Help management to identify workflow issues and find solutions.
· Create, prepare, and deliver reports to various departments.
Strategic Support
· Research, compile data, and prepare presentations, reports, and briefing materials to support executive decision-making processes.
· Proactively identify opportunities for process improvements and implement solutions to optimize workflow efficiency.
· Coordinate with local government entities for reporting and site visits.
· Ensure compliance with Company ESG policies.
· General business development activities.
Relationship Management
· Cultivate strong relationships with key stakeholders, both internally and externally, to facilitate collaboration and foster a positive organizational culture.
· Anticipate needs and act as a trusted advisor, exercising sound judgment and discretion in all interactions.
Vendor Management
· Overall responsible for travel and logistics within Vietnam.
· Serve as main point of contact for local travel and hotel vendors in Vietnam.
Requirements
§ Bachelor's Degree or equivalent qualification.
§ Bilingual, in English and Vietnamese.
§ Prior experience in the Renewable Energy industry is a plus.
§ Proven experience as an EA, or equivalent role, supporting C-suite executives or senior leadership.
§ Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
§ Discretion and confidentiality in handling sensitive information.
§ Ability to adapt to evolving priorities and navigate ambiguity with resilience and tact.
§ Tactical thinking and ability to pre-empt challenges.
§ Able to plan and execute under defined procedures.
