Senior Executive Secretary (Based In Vietnam)

WOO Technology is a dynamic and innovative full-service digital and creative agency with office in Melbourne and Vietnam. We expertise in delivering creative and results-driven marketing and IT solutions to a diverse range of clients. We are dedicated to pushing the boundaries of creativity and strategic thinking to help our clients achieve and succeed their business objectives. With a talented team of creative professionals and a commitment to excellence, we are poised for significant expansion and are seeking a highly skilled and organized individual to join us as a Senior Executive Secretary Position Overview: As a Senior Executive Secretary, you will play a crucial role in supporting our executive team and ensuring the smooth operation of our group. You will be responsible for providing high-level administrative assistance and managing various tasks to help optimize the CEO’s productivity and efficiency. Responsibilities: • Serve as the primary point of contact for internal and external stakeholders, demonstrating professionalism and discretion in handling sensitive information. • Maintain a high level of awareness of matters coming into and out of the CEO’s office to effectively respond to enquiries and exercise sound judgement on the manner of response. • Coordinate executive communications, including responding to emails and interfacing with clients on behalf of the CEO. • Provide quality and timely administrative support to the CEO. • Maintain and coordinate an effective calendar, ensuring the CEO’s competing demands are effectively managed. • Be proactive and step ahead of the CEO, ensuring very well-planned calendar to meet competing demands, key priorities and outcomes to drive the group forward. • Organise and maintain important documents, files, and records, ensuring easy accessibility and confidentiality. • Assist in the execution of special projects, events, or initiatives as assigned by the CEO • Maintain a high level of confidentiality and discretion when handling sensitive information. • Prepare agendas and minutes of various internal and external meetings convened or attended by the CEO. • Attending meetings with CEO when required, taking notes and following up the action items from related parties. • Prioritise and manage multiple tasks simultaneously, ensuring deadlines are met and goals are achieved. • Conduct research and compile data as needed for various projects and initiatives. • Maintain and report on a current log of correspondence and commitments and chase up items approaching the due date. • Coordinate relevant staff responses and/or input into projects, programs, reports, correspondence and corporate issues. • Interpreting Vietnamese – English for CEO. • Provide support to the Senior Leadership team as required. • Prepare internal and external corporate documents for team members and industry partners. • Manage travel itineraries including visa, flights, accommodations, transportation and other travel matters. • Arrange corporate events to take place outside of the workplace

Qualifications: • Bachelor's degree in business administration, office management, or a related field preferred. • Proven experience as an executive secretary for minimum 5 years. • Exceptional organizational skills and attention to detail. • Strong communication and interpersonal skills, with the ability to interact effectively with individuals at all levels in English (minimum IELTS 7.0 or equivalent) • Proficiency in Microsoft Office Suite and other relevant software applications. • Ability to prioritise tasks and manage time effectively in a fast-paced environment. • Discretion and high level of confidentiality when handling sensitive information. • Flexibility and adaptability to changing priorities and requirements. • Professional and positive attitude. • Ability to work independently as well as collaboratively in a fast-paced, dynamic environment. Benefits: • Professional development opportunities and continuous learning programs. • Private health insurance • Birthday leave, Christmas leave • Social insurance on full salary after probation. • Work from home flexibility • Vibrant company culture with a focus on teamwork, creativity, and innovation. Join Woo Tech and be part of a passionate team that is redefining the future of marketing. If you are a dynamic and results-driven professional with a passion for driving business growth, we want to hear from you!