Job summary

Adecco's client, a highly reputable NGO is actively looking for highly responsible and committed Executive Secretary for its Hanoi office. The Executive Secretary is responsible for providing administrative and secretarial support to the President/Founder and the program team, and ensuring the smooth and efficient operation of the program office. The Secretary also assists with the implementation of program activities and the communication with internal and external stakeholders, such as staff, donors, partners, media, and government agencies.

Job Responsibilities

• Support the Program Manager in developing and managing plans, budgets, and reports for the NGO's programs and public awareness campaigns.

• Implement program activities in accordance with the work plan and the NGO's policies and procedures.

• Engage with high-level external stakeholders, member organization leaders, and board members on behalf of the Founder.

• Arrange and document internal and external meetings, and maintain an electronic filing system for the Founder's Office.

• Create and edit various communication materials for the Founder, such as correspondence, blogs, articles, and talking points.

• Organize the Founder's calendar and travel arrangements, both domestic and international. Prepare travel-related documents and manage the Founder's expense reports.

• Respond to emails and correspondence, or direct them to the appropriate team members when the Founder is away.

• Keep the Founder updated on his upcoming tasks and obligations, and follow up as needed.

• Investigate, prioritize and address incoming issues and inquiries to the Founder, especially those that are sensitive or confidential. Alert the Founder of any urgent matters or deadlines that require his attention.

• Facilitate smooth communication between the Founder's office and other internal departments.

• Provide reliable and precise administrative and secretarial assistance.

• Handle special projects and other duties as assigned by the Founder.

Experience requirements

• At least 3 years of experience as a secretary, administrative assistant, or program assistant, preferably in a non-profit or international organization.

• Good verbal and written communication skills in English and Vietnamese.

• Proficient in Microsoft Office, Google Workspace, and other relevant software and tools.

• Good organizational, time management, and problem-solving skills.

• High attention to detail, accuracy, and quality.

• Ability to work independently and as part of a team.

• Ability to handle multiple tasks and prioritize effectively.

• Ability to work under pressure and meet deadlines.

• Ability to exercise discretion, judgment, and confidentiality.

• Knowledge and interest in road safety and sustainable mobility issues.

Education requirements

• Bachelor's degree in business administration, management, or related field.

If you are interested in applying for this opportunity, please send your most updated resume to our Recruitment Manager Ms. Van Anh at vananh.nguyen@adecco.com.

Contact Person

• Van Anh Nguyen
• Adecco
• Tel.