Office And Executive Assistant (MNC Experience Preferred)

* Please submit your application directly via the following link: https://career.mayoly.com/offre/165667. Kindly note that only applications received through this link will be processed.

* Summary / purpose of the position

- The Personal Assistant & Office Administrator plays a vital role in ensuring smooth daily operations of the Vietnam Representative Office. This role provides high-level administrative and personal support to the General Manager and manages key office functions, vendor coordination, and travel logistics.

It requires exceptional organizational skills, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

- This position is ideal for someone who thrives on challenges, demonstrates resilience, and embraces opportunities with an entrepreneurial mindset.

* Main responsibilities / job expectations

1. Executive Support (Executive Assistant to GM) – 30%

• Maintain meticulous records of travel expenses and receipts for the General Manager.

• Prepare expense reports and coordinate with Finance for timely reimbursements.

• Arrange local transportation and related logistics for the General Manager.

• All activities and support related to GM’s agenda.

• Provide ad-hoc executive support as requested.

2. Office Administration – 30%

• Manage incoming and outgoing correspondence and courier services.

• Maintain fixed assets (Office equipment etc), IT inventory, new joiner onboarding kit.

• Manage office layout and workspace functionality in coordination with building management.

• Oversee general upkeep of office supplies (stationery, pantry items, water, plants, etc.).

• Handle office legal documentation including business license renewals and reports.

• Process purchase orders, receipts, and accruals for finance submission.

• Organize internal company events and activities in collaboration with relevant departments.

• Support in external/internal social communications (Linkedin, Mayoly intranet) from department events.

• Coordinate IT support with local OSS and global IT team for all IT related queries.

3. Travel, Logistics and Expense – 25%

• Arrange all logistics required, airfares, hotel accommodations, transportation, visas, and insurance for employees and visitors.

• Ensure travel arrangements comply with corporate travel policies.

• Maintain a travel database of employee preferences and provide real-time support for changes or disruptions.

• Liaise with travel vendors to secure competitive pricing and high-quality service.

• Collaborate with Finance on travel-related budgets, contracts, and vendor evaluations.

• Ownership of Travel and Expense SOP and Fast Track, visa services.

4. Vendor Management – 10%

• Coordinate with vendors for office-related services including telecom, internet, courier, and maintenance.

• Negotiate terms and review service level performance.

• Ensure all contracts are reviewed and approved by the General Manager prior to execution.

• Manage procurement processes for office supplies and utilities.

5. Support to other internal departments (5%)

• The above are ad-hoc requests and should be discussed and aligned with the Manager.

• Minimum 6 years of experience in office administration or executive assistant roles.

• Strong organizational and time management skills.

• Excellent interpersonal and communication abilities in both English (written and oral) and Vietnamese.

• High integrity, attention to detail, and the ability to handle confidential information.

• Proficient in Microsoft Office (Word, Excel, PowerPoint).

• Familiarity with online travel booking systems is a plus.

• Knowledgeable about travel regulations, visa requirements, and industry best practices.

• Capable of working independently, making sound decisions in a fast-paced environment.

• Flexibility to work outside regular business hours, if necessary, to address travel emergencies, if any or time zone differences (should be exceptional).

• University Graduate – of any field, Business Administration a plus.

• Willingness to learn on the job and roll up their sleeves and solve problems, with positive attitude.

• Positive attitude with entrepreneurial mindset, able to challenge the status quo.