Executive Assistant at Golden Oil Industries Limited

JOB DESCRIPTIONS

• Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for meetings.
• Communicates with the general staff on the CEO’s behalf and coordinate logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with clients, The Management Team (TMG), and members of VCF staff. (See Management Liaison/Support)
• Communicates directly, and on behalf of the CEO, with staff, donors, partners, Board members and others, on matters related to the CEO’s initiatives. Provides a bridge for smooth communication between the CEO’s office and internal departments.
• Conducts research on prospective corporate and foundation donors to identify and evaluate current needs and assembles materials needed for the proposals.
• Drafts reports, letters of solicitation, and proposals; prepares and coordinates oral and written communication with donors, Board members, the Vietnamese Government and others.
• Supports CEO in his external commitments, including service on external boards, committees, and other groups.

• Serves as the CEO’s administrative liaison to all staff, as the person who coordinates and takes notes, prepares, distributes documents and equipment, updates, and explains (on the behalf and if any) to employees or others in meetings with the CEO.

• Coordinates Executive, Finance, Governance & Nominating, and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off-site to support the CEO’s agenda.
• Participates as an adjunct member, including assisting in scheduling, and attending meetings. Represents the CEO in designated meetings as required.
• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
• Works directly with senior-level staff and HR both internally and externally.
• Provide assistance as needed to the CEO including but not limited to, answering phones, accepting packages and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.

REQUIREMENT:

• MSc, Bachelor’s degree or equivalent in social sciences background.
• 6-10 years of relevant work experience
• Proven ability to use outstanding interpersonal, political navigation, and communication skills to build strong relationships and negotiate challenging situations, often with senior executives, in a friendly and professional way
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Proficiency in Windows, including MS Word, EXCEL, and PowerPoint; data management systems knowledge.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of the CEO and staff, and others.
• Knowledge of other languages and international customs is an asset;
• Excellent management, time-management, and problem-solving skills.
• Good working knowledge of Speaking/Reading/Writing English is required. (This will be tested.)