As the leading PR agency in Vietnam, T&A Ogilvy draws from both its local and international heritage and expertise. Covering a range of services including Corporate PR, Government Relations, Crisis Management, Internal Communications, Social Media and many others, T&A Ogilvy has a deep understanding of the ever changing dynamics of influence’ and how that can shape the opinions of key stakeholders, as well as the general public in Vietnam.
T&A Ogilvy is looking local candidate for Office Executive cum PA position base in HCMC
Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
Order F&B and stationery for office.
Coordinate with Building in identifying & fixing issues related to building facilities
Manage all office & IT equipment and make sure it operate efficiently
Partner with IT to purchase / replace / maintain / upgrade equipment
Liaise with the relevant parties, supplier for office new set up, renovation and maintenance
Support training activities such as organizing training
Coordinator HCM office and HN office
Execute Internal Communication, Birth month, happy hours every month
Support company staff’s events to increase staff engagement (Women’ Day, BOD Birth, Company trip, Year-end party, Medical check, etc.)
Manage an administration team including cleaners, messenger, driver.
Filing payment vouchers in order and making monthly payment for office
Create Adept code, Timesheet for newcomers and guide staff in using Timesheet.
Support staffs to resolve Timesheet & emails’ issues.
Updating company reports & regional reports.
Support online Career Conversation program on Profiler.
Set up computer, workstation and stationery for newcomers.
Send induction emails to newcomers.
Ensures office-wide compliance with mandatory online policy acknowledgements and training with regular reminders and follow up.
Manage taxi report, door card, parking card, follower and making payment vouchers in order and making monthly payment for office.
Personal Assistant (50%) - (General Director & Managing Director)
Act as the point of contact between GD MD and internal / external clients
Managing diaries and organising meetings and appointments, often controlling access to the manager
Booking and arranging travel, transport and accommodation
Organising events and conferences meeting
Reminding the manager of important tasks and deadlines
Liaising with staff, suppliers and clients
Making monthly expenses and Insurance claim for GD & MD
Other tasks assigned by BOD
Minimum 2-3 years of experience in a similar position in service industry
Outstanding organisational and time management skills
Ability to multitask and prioritize daily workload
Excellent interpersonal communication skills
Good English communication
Ability to work with minimum supervision
Good problem-solving skills, logical thinking to detect potential issues and have prevention
Ability to prioritize and organize