Description
Main Responsibilities
- Actively manage direct supervisor's calendars, schedule meetings, coordinate travel arrangements and support with external/internal events;
- Schedule meetings and manage an extremely active calendar of appointments for direct supervisor;
- Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings;
- Support in organizing in-house and external events;
- Manage information and communication flow in a timely and accurate manner.
- Assist with new business intake;
- Prepare draft English / Vietnamese engagement letters / contracts, new matter letter, quotations, service liquidation, translation of specification / technical document, and other documents for new client / matter intake, etc.
- Handle a full set of internal process to register new client / matter into system.
- Handle confidential information pertaining to clients and internal management with direction;
- Assist in claiming business expenses for direct supervisor through appropriate channels;
- Lodge claims and allocate reimbursement of disbursements on a daily basis;
- Record and submit payment documents to accounting team.
- Assist direct supervisor with internal systems and processes, including Time Record, Billing & Collection inquiries;
- Enter / close IntApp Time on a daily basis and close monthly time entries before deadlines;
- Coordinate with billing team regarding client bills, from draft bills to final bills;
- Coordinate with collection team where required regarding clients' requests.
- Act as the contact point for direct supervisor for both internal as well as external stakeholders;
- Assist in promoting our service to clients and potential clients, e.g. coordinate with marketing staff and assist in organization conferences and seminars, arranging client visits and send out promotional materials;
- Assist with preparing and translating other internal reports;
- Organize and maintain the office filing/logistic system;
- Organize and store paperwork, documents and computer-based information;
- Receive, distribute and arrange in-out letters, faxes, mails, packages, documents for direct supervisor;
- Photocopy, scan and print documents.
- Any other duties as may reasonably be assigned on a daily basis.
Requirements
- Bachelor’s degree, preferably in English or Business Administration, Economics or relevant area;
- At least five years of working experience in an administrative position; preferably in multinational companies;
- Very good command of English; Speaking another language, such as Japanese, Korean, or Chinese, would be an added value.
- Ability to multitask and organize daily workload by priorities;
- Ability to meet deadlines in a fast-paced and quickly changing environment;
- Excellent time management skills;
- Well-developed organisational skills;
- Attention to detail;
- Good interpersonal and communication skills;
- Display of professional discretion and maturity;
- Good resilience under pressure.