Role of the Administrative Assistant
BDA is looking to hire a Temporary Administrative Assistant to be based out of its HCMC office and reporting into the Head of the HCMC Office. You will be working closely together with the Head of office and other bankers to ensure the smooth function of the office and efficient management of the HCMC team.
The ideal candidate for the role should have exceptional analytical abilities, a structured, data- driven approach to problem solving and an aptitude for working with a diverse team with different work styles.
Responsibilities
Your primary responsibilities are centred on providing secretarial support to the HCMC including but not restricted to:
Answer phone calls, greet visitors, receive and manage mails and couriers
Coordinate with external vendors to arrange work permit and TRC for foreigner staff
Organize teleconference, videoconference and room booking for meetings
Arrange for IT support where necessary
Prepare and assist in formatting letters, reports and marketing materials as required
Private insurance renewal yearly
Coordinate travel arrangements including visas, transportation and accommodations where applicable
Manage team’s calendars and schedule meetings
Coordinate with external vendors including couriers, building management office, service contractors, etc.
Print and bind documents for the team
Support the establishment of BDA Vietnam company
Other administrative tasks as assigned by the Company
Manage and ensure adequate office and pantry supplies including stationery, drinks and sundry groceries
Liaise with BDA finance team in connection with expense reports, invoices, cheque payments, etc.
Employee related matters including maintaining personnel records for HCMC staff such as annual leaves as well as preparing documentation for new hires
Enter basic data into Salesforce such as company records and client contact details
Assist with compliance in business continuity matters where needed e.g. during the Covid- 19 pandemic
Procure BDA branded stationery and business cards, BDA brochures, Swag items for PEC event upon coordination with the Operations team
Establish, organize, and maintain a filing system within the office for company record keeping purposes
Participate in various ad- hoc projects including organizing conferences, team events, CSR and BDA off- sites
Prepare monthly expense reports, MMM report every 2 weeks
Responsibilities as HR Support
Keep track of leave application
Address employee queries regarding staffing, staff well- being, office management issues
Liaise with local universities for internship recruitment
Handle resignation process, and off- boarding plan
Assist in on- boarding, orientation, benefits, expense claims, employee communications
Responsibilities as IT Support
Record inventory
Liaise with vendors on renewal or purchase of IT equipment
Manage the company’s IT equipment including laptops, copiers, desk phones and access cards (including programming and troubleshooting)
Essential (‘Core’) Competencies
The successful candidate will be able to demonstrate the following competencies, which are considered core for the role.
Critical & flexible thinking
Good interpersonal skills to work with different management levels
Strong business acumen
Excellent analytical skills
Must be able to work with minimal supervision
High proficiency in Microsoft Office applications
Calendar and stakeholder management
Sharp analytical abilities and a structured, data- driven approach to clarifying, scoping and solving problems
Exceptional verbal and written communication skills
Strong attention to detail
Desirable (‘Bonus’) Competencies
The following competencies are not considered strictly required for the role but will be considered advantageous. We will be looking for candidates that can provide evidence of as many of the below competencies as possible.
Experience from working in a cross- border organisation
Experience from working with Asian countries / working in Asia
Knowledge of M&A processes
Knowledge of Investment Banking
Knowledge of general IT systems
