Personal Assistant To Head Of Security

Execute / Manage multiple tasks with many different priority levels to ensure daily assignments and ad - hoc tasks to be done properly, sufficiently & accurately:
- Schedule and coordinate logistics for meetings and events; Organize and manage calendar / schedule(s) for Department Head and/or Department.
- Make meeting minutes for regular team meetings and others when required.
- Make travel arrangements and prepare expense reports, including travel requests, flight and hotel bookings, visas, registration, cash advance, expense settlements for Department Head and team members (such as transportation allowance, per diem, business travel fees, entertainment fees, outsourcing contracts...).
- Copy, collate, sort and distribute materials; check documents before submitting to Department Head for approval signatures.
- Translate documents (such as emails, processes / policies and others as required...) into Vietnamese and vice versa.
- Compile / Prepare related presentation files / related reports when required.
- Monthly update Departmental Organizational chart to HQ.
- Involve in budgeting / forecasting tasks.
Frequently give ideas / proposals on the improvements & development of Departmental policies & procedures to align with Company’s development.
Handle other related and ad - hoc tasks, which also includes:
- Prepare and submit correct time - sheet of Security Service staff to HR/C&B on a monthly basis.
- Identify staff / individual development & training needs.
- Frequently review on workflow / procedures to have appropriate proposal for restructuring / adjustments for improvement on those workflow / procedures.
- Duties may also include execution of research, data analysis and preparing reports and/or recommendations.
- Engage in security processes / programs / projects on demand.
- Work over - time when required.