Overview

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

Responsibilities

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

Qualifications

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