Assistant Executive

• Actively manage direct supervisor's calendars, schedule meetings, coordinate travel arrangements and support with external/internal events;

o Schedule meetings and manage an extremely active calendar of appointments for direct supervisor;

o Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings;

o Support in organizing in-house and external events;

o Manage information and communication flow in a timely and accurate manner.

• Assist with new business intake;

o Prepare draft English / Vietnamese engagement letters / contracts, new matter letter, quotations, service liquidation, translation of specification / technical document, and other documents for new client / matter intake, etc.

o Handle a full set of internal process to register new client / matter into system.

• Handle confidential information pertaining to clients and internal management with direction;

• Assist in claiming business expenses for direct supervisor through appropriate channels;

o Lodge claims and allocate reimbursement of disbursements on a daily basis;

o Record and submit payment documents to accounting team.

• Assist direct supervisor with internal systems and processes, including Time Record, Billing & Collection inquiries;

o Enter / close IntApp Time on a daily basis and close monthly time entries before deadlines;

o Coordinate with billing team regarding client bills, from draft bills to final bills;

o Coordinate with collection team where required regarding clients' requests.

• Act as the contact point for direct supervisor for both internal as well as external stakeholders;

• Assist in promoting our service to clients and potential clients, e.g. coordinate with marketing staff and assist in organization conferences and seminars, arranging client visits and send out promotional materials;

• Assist with preparing and translating other internal reports;

• Organize and maintain the office filing/logistic system;

o Organize and store paperwork, documents and computer-based information;

o Receive, distribute and arrange in-out letters, faxes, mails, packages, documents for direct supervisor;

o Photocopy, scan and print documents.

• Any other duties as may reasonably be assigned on a daily basis.

• Bachelor’s degree, preferably in English or Business Administration, Economics or relevant area;

• At least five years of working experience in an administrative position; preferably in multinational companies;

• Very good command of English; Speaking another language, such as Japanese, Korean, or Chinese, would be an added value.

• Ability to multitask and organize daily workload by priorities;

• Ability to meet deadlines in a fast-paced and quickly changing environment;

• Excellent time management skills;

• Well-developed organisational skills;

• Attention to detail;

• Good interpersonal and communication skills;

• Display of professional discretion and maturity;

• Good resilience under pressure.