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Business Administration Assistant (German Speaking)

Ho Chi Minh City, Vietnam

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We are currently seeking an executive administrative assistant at our firm.

The administrative executive is a critical member of the support staff and provides personalized secretarial and administrative support to the executive in a professional and timely manner. The administrative executive works one-to-one with the executive on a wide variety of matters.

The candidate must be flexible to meet the demands of our growing organization. The ideal candidate will have a cheery disposition, impeccable organizational skills, and prior experience in an assistant role.

RESPONSIBILITIES

  • Interacting with clients either on the phone or in person.
  • Answering phones and connecting calls to the proper department.
  • Researching company data and keeping client databases up to date. Be experts of data analysis for BoD and handle administrations as a secretary.
  • Providing office support including clients and employees (related to correspondence, fax, memo, procedures updates, printing, copying, etc.).
  • Checking administration procedure/ documentations and logistics management to ensure FF’s activities smoothly and effectively.
  • Coordinate departmental activities to ensure the Sales Teams to achieve the overall corporate objectives;
  • Day to day management & arrangement of the company activities: schedules, meetings, holidays, travel, etc.
  • Ensure the organization of any departmental meeting/ event, including the transportation, accommodation, invitation letters, visa, confirmation, conference room logistic, etc., in liaison with the travel agency if needed.
  • Management of the list of clients, drafting contracts, deliveries and payments.
  • Provide regular required reporting to the Directors. Effective follow-up with the direct reports of other departments to ensure that reports and required information are delivered on time.
  • Maintain professional internal and external relationships that meet company core values;
  • Well assist the teams and departments to achieve the yearly budgeted objectives.
  • Giving feedback on office efficiency and suggesting possible improvements.
  • Assist in the implementation of company marketing plans as needed.
  • Support in Recruiting of employees: create Job Advertisement, posting and arrange interviews, candidate management and report to BoD. Update employee databases.
  • Be ready for any other tasks that are required by the Line-Manager.

QUALIFICATIONS

  • BA degree in Business Administration, Marketing & Sales or related fields.
  • Preferably with background in Sales.
  • Have a base knowledge on the finance & accounting.
  • Fluency in English or German + other European languages as a plus.
  • Strong problem-solving, outstanding communication, organizational and time management skills.
  • Proven experience as business administration executive or sales admin officer.
  • Excellent written and verbal communication and negotiation skills.
  • Have a deep market knowledge about current status and developments.

BENEFITS

  • Salary to be commensurate with experience
  • Social insurance, health insurance, unemployment insurance according to Labor Laws
  • Professional, dynamic working environment
  • 14 full-paid annual leave days