Personal Assistant & Local HR Administrator

The role is to primarily support to executive team members (Vietnam, Thailand & Indonesia offices), as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.

To maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows, manage communication with employees by liaising with internal and external executives on various projects and tasks.

To plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

To be a key point of contact for local HR (in Vietnam & Thailand offices) as well as improving HR service levels. Working directly with and reporting to the General Manager.

Reporting to: General Manager JD Tours Vietnam & ICS Thailand, General Manager ICS Indonesia.

Key Responsibilities:

• Manage professional and personal scheduling for Executive Members (Vietnam, Thailand & Indonesia offices), including agendas, mail, email, phone calls, client management, and other company logistics

• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives

• Provide administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of filing system and contacts database

• Maintain professionalism and strict confidentiality with all materials

• Organize team communications and plan events, both internal and off-site

• Handle requests and inquiries in a suitable manner

• Organize and monitor the manager's calendar, scheduling meetings and appointments

• Arrange travel plans and accommodations

• Take dictation and minutes during meetings

• Procure office supplies (in Ho Chi Minh, Danang, and Hanoi offices) from appropriate sources

• Create reports, presentations, and briefs

• Develop and maintain an efficient filing system for office documents

• Plan and manage the HR operations in order to conform to company policies and business objectives.

• Develop and implement policies, strategic plans and tactical changes on Recruitment, Compensation & Benefits, Administration Services, Training & Development, Succession Planning, Labor Relations, and Design and implement reporting methods for generating personnel statistics to give insights to management into employee utilization.

• Systemize the underlying HR policy with alignment to corporate HR guidelines.

• Vietnam National

• 3 or more years of experience in HR management or an administrative role reporting directly to upper management

• Good command of spoken and written in English

• Computer literate - word/ excel / Microsoft outlook

• Self-motivated and able to work under pressure.

• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects

• Flexible team player, willing to adapt to changes and unafraid of challenges

• Ability to maintain confidentiality of information related to the company and its employees

What we offer:

• Full-time with flexible scheduling (Monday work from home/Saturday & Sundays off)

• Based at our Ho Chi Minh office

• 12 days per year, 15 days after working 3 years at JD Tours

• Salary range between negotiable depending on experience and probation period performance

• 2-month probation

• Annual discretionary bonus