ROLE PURPOSE: Provide high-level administrative, coordination, and communication support to the People Director. The role also serves as a backup to the Managing Director (MD) Executive Assistant (EA) and manages expatriate administration, ensuring seamless executive operations and full compliance with local regulations.
KEY RESPONSIBILITIES:
1. Executive Support to People Director:
- Manage and optimize the People Director's calendar, meetings, and travel arrangements
- Prepare high-quality presentations and reports
- Track key HR priorities, initiatives, and deadlines
- Support preparation for leadership forums.
2. MD Support (Translation & EA Backup):
- Provide accurate, real-time interpretation (Vietnamese ↔ English) for the MD during private and sensitive meetings
- Act as backup to the MD Executive Assistant when required:
- Manage MD calendar, meeting logistics, and travel coordination
- Prepare briefing materials and ensure smooth daily operations
- Maintain strict confidentiality, neutrality, and professionalism in all MD-related matters
3. Expatriate Management:
- Coordinate end-to-end expatriate lifecycle management (onboarding to offboarding)
- Manage work permits, visas, and residency documentation in compliance with Vietnamese regulations
- Liaise with external vendors and authorities for immigration and relocation services
- Support expatriates with relocation, housing, schooling, and settling-in processes
- Ensure timely renewals and accurate record-keeping for all expatriate documentation
- Partner with HR and Finance on expatriate compensation, benefits, and tax coordination
4. Coordination & Stakeholder Management:
- Act as a key liaison between People Director, HR teams, and business leaders
- Coordinate cross-functional meetings, leadership visits, and HR events
- Build effective relationships with internal and external stakeholders
5. HR Operations & Administrative Support:
- Support HR budgeting, invoice tracking, and vendor coordination
- Maintain organized records of HR policies, contracts, and documentation
- Ensure adherence to internal processes and documentation standards
6. Confidentiality & Governance:
- Handle highly sensitive information (executive decisions, organizational changes, talent matters) with strict confidentiality
- Ensure secure handling and storage of documents and communications
- Demonstrate sound judgment and discretion in all interactions
KEY SUCCESS INDICATORS (Optional):
- Seamless executive scheduling and prioritization (People Director & MD backup)
- Accuracy and professionalism in translation/interpretation
- Effective expatriate management with zero compliance issues
- High stakeholder satisfaction (People Director, MD, leadership team, expatriates)
- Timely and error-free administrative support
- Zero confidentiality breaches

KEY SKILLS & QUALIFICATIONS:
- Strong bilingual proficiency (Vietnamese & English), with proven interpretation experience
- Solid understanding of expatriate/immigration processes in Vietnam
- Excellent organizational and multitasking skills
- High attention to detail and ability to work under pressure
- Strong interpersonal and stakeholder management skills
- High level of discretion and professionalism
- Proficiency in MS Office (PowerPoint, Excel, Word)