Executive Assistant (cum Marketing and Communication Assistant) - (German & English)

Job Brief

The Executive Assistant will provide high-level administrative support to the COO and other Executive Committee members. Reporting directly to the COO, the Executive Assistant provides executive support. The Executive Assistant also serves as a liaison to the board of directors and management team; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with administrative, organizational and strong written and verbal Vietnamese, German and English communication, skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant serves also 50 % in the role in support of marketing, sales and public relations. In particular, the administrative marketing & sales organization, public relations and event- management in support of the marketing & sales manager.

Objectives of this Role

With a primary responsibility of supporting the COO, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently.

Maintain and refine internal processes that support the Company, Coordinating internal and external resources to expedite workflows.

Manage communication between upper management and employees, liaising internally and externally on various projects and tasks.

Plan and orchestrate work to ensure the COO’s priorities are met, organizational goals are achieved, and best practices are upheld.

Roles and Responsibilities: General Management

Executive Support:

- Completes a broad variety of administrative tasks for the COO including managing an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed plans, itineraries, and agendas; and compiling documents for meetings and presentations;

- Plans, coordinates and ensures the COO’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the COO’s time and office. Assures information flow in a timely and accurate manner;

- Communicates directly, and on behalf of the COO. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response;

- Provides a bridge for smooth communication between the CEO and COO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with staff;

- Works closely and effectively with the CEO and COO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO and COO updated;

- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO and COO, some of which may have organizational impact;

- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO and COO's ability to effectively lead the company;

- Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures. Acting as the point of contact for the CEO and COO amongst managers, employees, clients and other external partners;

- Maintains at all times an up-to-date administrative organization including filing &folder and database system, and looks at all times for ways to improve the current system.

Marketing, Sales and Public Relations

- Creation and development of promotional and advertising materials in close cooperation with creative agents representing Deutsches Haus to potential tenants and partners, for example, advertisements, brochures, handouts, invitations, presentations and other layouts.

- Multilingual project management within the company and external business partners for Deutsches Haus; Organization of business and networking events or our proactive participation.

- Creation of public relations materials such as press releases and management of our website and social media channels.

Support the administrative leasing management process under the supervision and responsibility of the marketing & sales manager.

- The above duties and responsibilities are not intended to cover every possible tasks and duties associated with your responsibility as the Executive Assistant. There will be other duties and responsibilities which are required from the job holder to complete from time to time.

General:

- Years of working experience: at least 3 years

- Minimum career level: Executive Assistant or similar

- Type of labor: Permanent

- Work location: Ho Chi Minh City

Required experience:

- At least 3 years experience in a similar position reporting to upper management. Working experience in a European or German corporation or institution is a plus.

Required skills and knowledge:

- Superb written and verbal communication skills;

- Strong time-management skills and the ability to organize and coordinate multiple projects at once;

- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge;

- Ability to keep company confidence;

- German Language skills: B2 Goethe Institute Language certification or similar;

- English Language skills: C1 Cambridge certification or similar;

- Computer Skills: High proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Gmail Applications are a must. Graphic Design Skills in Adobe InDesign and Adobe Illustrator a plus. Aptitude to learn new software and systems.

Qualification:

- Degree in Sales & Marketing or equivalent professional qualifications;

- An international accredited BA or MBA is an advantage for the position.

Salary range:

- Gross 1.000 USD –> 2.000 USD per month

Benefits:

- Annual leave: 15 days/12 months of service, plus 01 day after five years of service;

- Medical insurance program;

- Company’s trip;

- Year-end party;

- Yearly medical check-ups;

- Company’s car or taxi card for business traveling purposes.