Executive Assistant

Job Purpose:

As the Executive Assistant for the regional HQ, you will report to our CEO. The ideal candidate will be a proactive problem-solver with exceptional communication skills and a keen ability to anticipate needs. This role requires a combination of administrative proficiency, strategic thinking, and impeccable attention to detail to ensure seamless operations and enable our executive team to focus on strategic priorities.

Role & Responsibilities:

Administration

. Provide comprehensive administrative support to CEO, including managing calendars, scheduling meetings, arranging travel itineraries and logistics and handling expense reports with discretion.

. Translate official government and regulatory documents (English and Vietnamese).

. Receive and forward communications to different staff and departments.

. Organize meetings and meeting schedules for each department and ensure conference rooms and other meeting spaces are prepared prior to use.

. Support accounting department to process invoices, make payments, and track receipts.

. Support human capital department to ensure local and visiting team members business needs are met.

. Other administration duties as required by CEO filing, scanning, faxing, courier delivery and receipts, answering phone calls, and responding to emails.

Communication Liaison

. Serve as a primary point of contact between executives and internal/external stakeholders, demonstrating professionalism and diplomacy in all interactions.

. Facilitate clear and efficient communication channels to ensure timely dissemination of information.

Organization and Confidentiality

. Organize and prioritize incoming requests and correspondence, ensuring that urgent matters are addressed promptly, and non-urgent matters are appropriately delegated or deferred.

. Maintain confidentiality and handle sensitive information with the utmost discretion.

Projects Support

. Assist with the coordination and execution of special projects, initiatives, and events, collaborating with cross-functional teams to drive successful outcomes.

. Follow-up actions to ensure alignment with project timelines.

. Help management to identify workflow issues and find solutions.

. Create, prepare, and deliver reports to various departments.

Strategic Support

. Research, compile data, and prepare presentations, reports, and briefing materials to support executive decision-making processes.

. Proactively identify opportunities for process improvements and implement solutions to optimize workflow efficiency.

. Coordinate with local government entities for reporting and site visits.

. Ensure compliance with Company ESG policies.

. General business development activities.

Relationship Management

. Cultivate strong relationships with key stakeholders, both internally and externally, to facilitate collaboration and foster a positive organizational culture.

. Anticipate needs and act as a trusted advisor, exercising sound judgment and discretion in all interactions.

Vendor Management

. Overall responsible for travel and logistics within Vietnam.

. Serve as main point of contact for local travel and hotel vendors in Vietnam.

Requirements

Bachelor's Degree or equivalent qualification.

Bilingual, in English and Vietnamese.

Prior experience in the Renewable Energy industry is a plus.

Proven experience as an EA, or equivalent role, supporting C-suite executives or senior leadership.

Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.

Discretion and confidentiality in handling sensitive information.

Ability to adapt to evolving priorities and navigate ambiguity with resilience and tact.

Tactical thinking and ability to pre-empt challenges.

Able to plan and execute under defined procedures.