PURPOSE & OVERALL RELEVANCE FOR THE ORGANISATION
- Supports VPs Sourcing in all aspects as the coordination partner internally and externally. Provides full service administrative support for leaders and their departments. In parallel, coordinates cross-divisional supplier-facing Sourcing and GOPS leadership communications to maintain alignment of messaging. Leverage knowledge of these key stakeholder groups to coordinate local VN cross-team events.
Key Responsibilities:
- Collects, sorts and prioritizes daily mail and correspondence for VP Sourcing; responding when appropriate.
- Manages VP Sourcing’s calendar and helps to prioritize & schedule appointments.
- Establishes and performs practices that accurately maintains records/files and efficiently processes information.
- Represents the Department in a professional and courteous manner when interacting with both internal and external customers.
- Organizes, coordinates and manages programs, events or conferences by arranging for facilities and caterer, issuing information or invitations etc.
- Performs day-to-day administrative support services, meeting schedules and facilitation, travel arrangements & visa, shipping, expense reports, and other services for the VP Sourcing and his/her department. Provides solutions to problems requiring the knowledge of department policies and procedures.
- Composes and prepares confidential correspondence, operational reports and other complex documents independently, to ensure timely and accurate responses.
- Partners with Administrative counterparts (across divisions, HR and Corporate Services) to support local events including live and streaming Town Hall meetings; executive leadership visit activities; Long Service awards, Team Talk live streaming events, relocations and or renovation activities.
- Support cross-divisional and GOPS supplier-facing leadership email communications related to strategy, events and coordinate annual air mail distribution of strategy materials.
- Support supplier-facing events leader with supplier contact list management for annual summit invitation, awards and gala dinner invitation and seating plan.
Key Relationships:
- All departments within Sourcing
- All Group Functions that support Sourcing (i.e. CoE, Performance Management, Finance, HR, Legal, SCM and GIT, Corporate Services)
- Local Supplier-facing leadership team (i.e. Country Managers, Office Managers)
KNOWLEDGE, SKILLS AND ABILITIES:
- Strong organizational and time management skills.
- Ability to work independently on projects and administration, applying appropriate administrative expertise and decision-making
- Ability to prioritize and execute multiple assignments in a fast-paced environment while working under tight deadlines. Ability to make recommendations that effectively resolve problems by using judgment that is consistent with standards, practices, policies, procedures and regulations.
- Strong computer skills, including but not limited to, MS Word, MS Excel, MS Outlook and MS Power Point
- Excellent verbal and written communication skills in English & Vietnamese
- Team player with very good interpersonal skills
Requisite Education and Experience / Minimum Qualifications:
- Four year College or University degree
- Minimum three (3) years related senior level administrative experience
- Combination of education and experience may be substituted for degree