JOB PURPOSES:
The Executive Assistant, Commercial Hub plays a key support role in enabling the effective operation of the Commercial Hub and its senior leadership team. This is not a traditional Personal Assistant role. The position goes beyond supporting one executive and is designed to provide high-quality executive, administrative, reporting, coordination, translation, and productivity support across the Commercial Hub.
The role will work closely with the Deputy CEO & Head of Commercial and other senior leaders within the Commercial team to ensure smooth communication, effective meeting management, timely reporting, disciplined follow-up, and well-prepared leadership materials.
The ideal candidate is highly organized, proactive, discreet, bilingual in English and Vietnamese, comfortable working with data and technology, and able to support multiple senior stakeholders in a fast-paced commercial environment.
PRINCIPAL ACCOUNTABILITIES:
1. Executive and Administrative Support
Provide day-to-day executive and administrative support to the Head of Commercial and selected senior leaders within the Commercial Hub.
- Manage calendars, meeting schedules, appointments, and business priorities.
- Coordinate internal and external meetings, ensuring participants, materials, and logistics are well prepared.
- Support business correspondence, follow-ups, and communication on behalf of senior leaders when required.
- Prepare meeting minutes, action points, and follow-up trackers.
- Support travel arrangements, business trip logistics, and related documentation when needed.
- Manage expense claims, payment requests, and administrative submissions in line with company policies.
- Handle confidential information with a high level of discretion and professionalism.
2. Commercial Reporting and Leadership Briefing
Support the Commercial Hub in preparing regular reports, business updates, and leadership briefing materials.
- Pull, compile, and consolidate commercial data from CRM systems, internal tracking tools, and other business platforms.
- Prepare regular commercial reports, dashboards, and summaries for the Commercial leadership team, and ExCom.
- Assist in preparing briefing documents, presentation materials, and discussion notes for leadership meetings.
- Follow up with relevant stakeholders to collect inputs, validate information, and ensure reporting accuracy.
- Track key commercial actions, deadlines, and follow-up items across business units and stakeholders.
- Support the Commercial Hub in maintaining organized documentation and reporting archives.
3. Meeting, Workshop, and Governance Coordination
Coordinate recurring commercial meetings, leadership discussions, workshops, and ad hoc business sessions.
- Prepare meeting agendas in coordination with relevant stakeholders.
- Arrange logistics for meetings, workshops, business reviews, and cross-functional discussions.
- Take clear and structured meeting minutes, including key decisions, action items, owners, and deadlines.
- Track progress of agreed actions and follow up with responsible parties.
- Support preparation of workshop materials, pre-read documents, and post-meeting summaries.
- Ensure recurring team meetings are well organized, disciplined, and outcome-focused.
4. English/Vietnamese Translation and Communication Support
Provide bilingual support for both spoken and written communication. This is a core requirement of the role.
- Translate business documents, meeting materials, emails, reports, and presentations between English and Vietnamese.
- Provide bilingual support during meetings, discussions, and workshops when required.
- Help ensure messages are communicated clearly, accurately, and appropriately for different audiences.
- Support senior leaders in adapting communication style between Vietnamese and English-speaking stakeholders.
- Review and polish bilingual business materials to ensure professionalism, clarity, and consistency.
5. AI and Productivity Tool Support
Support the Commercial Hub in applying technology and AI productivity tools to improve daily workflow efficiency.
- Use AI productivity tools such as ChatGPT, Claude, or similar platforms to support drafting, summarizing, translation, meeting preparation, and document structuring.
- Help prepare first drafts of reports, meeting summaries, presentation outlines, and briefing notes using appropriate tools.
- Support the team in improving productivity through digital tools, templates, and structured workflows.
- Maintain good judgment when using AI tools, especially regarding confidential or sensitive business information.
- Demonstrate willingness to learn and adopt new tools that can improve team effectiveness.
