Events and Admin Assistant

JOB DESCRIPTION

EVENTS AND ADMIN ASSISTANT

Organization Description:

The European Chamber of Commerce in Vietnam (EuroCham) is the principle voice of the European business community in Vietnam. EuroCham was established in 1998 and is a members-based, independent, not for profit organization of European companies who are investing in Vietnam, for the benefit of all. With nearly 950 members and 16 Sector Committees, EuroCham is one of the biggest foreign Chambers of Commerce in Vietnam and among the 5 largest European Chambers of Commerce worldwide. EuroCham represents a plethora of sectors and sizes ranging from SMEs to MNCs with a very strong business network in both Vietnam and Europe. Acting as an intermediary between our members - the business community - and local, national, regional and European authorities. EuroCham advocates on its members' behalf, to generate improvements in the business environment, raise awareness on key issues and disseminate information on issues relating to doing business in Vietnam.

MAIN DUTIES

Job Title:

Events and Admin Officer

Reporting to:  

Deputy Director - HN

Direct supervising:

No

Job Summary:

Performs administrative and office support activities, event

Location

Hanoi – Vietnam

Level

8

Type of Contract

24 months fixed term contract upon successful completion of a 2 month probation period

Key Working Relationships:

• Internal: EuroCham staffs within EuroCham
• External: EuroCham members, Vietnamese central and local authorities, the European delegation to Vietnam, the media

Main Duties and Key Performance Indicators:

• To receive incoming calls for EuroCham and to assist with making calls and send faxes, for EuroCham and/or its partner Business Groups with whom EuroCham is sharing accommodation, all with an appropriate levels of courtesy and professionalism, in order to maintain EuroCham’s good image in the market.
• To receive all visitors to EuroCham and to assist them with their requirements in a friendly but business-like manner, while making them feel welcome.
• To provide refreshments for visitors when requested.
• To assist the Deputy Director in Hanoi in the execution of all administrative tasks
• To be responsible for inventory/purchasing of stationery, in charge of post office and general delivery tasks.
• In particular you will be required to assist in the setting up of the EuroCham Database and in the entry of data into the database and for the maintenance thereof.
• Booking of all kinds- hotels/transportation/flights etc
• Booking rooms, preparing documents for the Board Meeting and other Meetings required.
• Being in charge of the EuroCham discount list in Hanoi and Liaising with EuroCham HCMC about it.
• Being in charge of membership in Hanoi, helping HCMC office in the preparation of the Directory: member profiles, finding advertiser for it, selling it etc..
• Helping the Deputy Director in bookkeeping, petty cash, invoicing process and collecting cash.
• Filing, receiving emails in general email account and forwarding to the right person.
• Being in charge of events under the Hanoi Deputy Director’s supervision: venue booking and confirmation, designing flyer, promoting events and all logistics at events and after events required.
• Other tasks as required

JOB REQUIREMENTS

Education and Training Background:

Bachelor Degree in Language, Administration

Work Experience:

Min 2 year in events, administrative

Management Experience:

A track record of successfully leading and coordinating cross-cultural and multi-disciplinary teams.

Core Competencies:

• a  Vietnamese national with  excellent English and computer proficiency 
• a highly motivated, flexible and dependent team player
• comfortable in an international and multi-cultural environment
• capable of managing the administrative tasks
• must be self-motivated and able to achieve results under minimal supervision;
• must be accurate, meticulous, outgoing, friendly and open.
• ability to work independently and as part of a team

Languages:

Fluent written and spoken English

Software and Package Skills:

Good computer skills with Microsoft Office Tools, including Word, Excel and PowerPoint are required. Computer skills with management software, database software and website software are preferred.

What We Offer:

• Strong network development in business community in Vietnam with relevant stakeholders across many sectors;
• Competitive compensation package;
• A cross-cultural and multi-disciplinary professional working environment