Executive Assistant to Deputy Managing Director



Executive Assistant to Deputy Managing Director

Duties and Accountabilities:

Serves as the first point of contact in the DMD’s office for internal and external clients. Works with the highest level of discretion in providing wide-ranging executive assistance support to the DMD. Ensure quality of documents requiring the DMD’s approval and/or signature. Fully responsible for time management and scheduling on behalf of the DMD, to include effective prioritizing and resolving related conflicts and competing demands; tasks include calendar management, preparing meeting documentation, meeting organization, drafting and editing correspondence, etc. Provide high-quality administrative and logistical support to the members of the Executive Management Secretary, e.g. screening and redirecting internal and external phone calls and queries; preparing routine correspondence, folders and background documents, for meetings/events; offices supplies, conference room reservations, move coordination etc. Maintain Executive Management Secretary filing system and structures, by monitoring, tracking, filing and retrieving documents and deliverable updates; Retrieving, gathering and presenting data, documents and information from various sources as required by the DMD and the Executive Management Secretary. Coordinate travel and logistical arrangements, i.e. flights, hotels, visa requests, and other travel requirements. Be accountable for the smooth operation of the office support work and related system, assuming primary responsibility for organizing and coordinating workflow. Coordinates and monitors multiple and diverse work processes and activities to ensure that management decisions are properly carried out in a timely manner. Accompany the Deputy Managing Director to meetings, set up guests and visiting missions within and outside the country. Other tasks as deemed appropriate.  

Selection Criteria:

Preferably Bachelor’s Degree in Business Administration, Secretary, Law or relevant disciplines Experience in the full range of secretary or executive assistance or other organization office support work, with a high level of sustained performance being an asset. Candidate with some work experience will be  preferred Strong written and verbal communication skills in English and other foreign languages will be an asset. Ability to work overtime and travel to provinces and abroad Excellent interpersonal skills in order to deal tactfully and effectively with internal/external contacts at all levels. Effective, proven skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally. High degree of judgment and tact in handling the most sensitive, diverse and confidential material. Proficiency in using advance functions of standard computer applications, such as Microsoft Office, Internet software, and the ability to help organize data and information retrieval systems. Ability to draft correspondence on a range of topics; ensure quality of documents requiring Managing Director's approval and/or signature. Ability to quickly gain an understanding, of the PSVB administrative and/or operational policies and procedures to ensure adherence to relevant guidelines and overall quality of outputs. Website http://www.phongsavanhbank.com

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