Siêu thị Aeon Citimart

1. General Assistance to GM (40%)

1.1 Tasks to Execute;
- Responsible for providing high-quality assistance, and complete all tasks assigned by GM with superior and exact, accurate, and high-quality performance.
1.2. Book-keeping;
- Book meeting rooms and prepare all necessary facilities (water, projector, TV conference systems, agenda, participants, etc.,) for GM's meetings and events.
- Book tickets, restaurants and any facilities and prepare all necessary mattes (coordinating to GM’s guests, internal and external related parties etc., if necessary).
1.3 Handling and Controlling Documents, Summarizing contents;
- Check all incoming documents, papers and reports, meeting minutes before handling over to as well as receiving approvals from GM. Record them and data to transfer to the next step if such documents requires to deliver the next person/department in charge, such as Approval Forms, Post Mails., etc.
- In case the matters/documents are long and complicated, then summarize to deliver verbally to GM for shorten GM’s time to consider such matters/documents to read or understand.
- Check, correct and give suggestion to GM for GM’s documents to disclose or deliver to outside.
- Make reflection reports and checklists of necessary and sufficient conditions for improvement and avoid making the same mistakes.
1.4 Well-organizer;
- Well-organize and file any documents for GM, pick up and handover appropriate documents based on GM’s meeting schedules and/or if GM requires., Execute what GM requires.
- Give appropriate opinions to support GM’s instructions or ideas for contribution.
- Good Supporter and Good Opinion Proposer;
- Execute what GM requires first before complains to GM unless such requirements are violating laws and regulations; questioning before execution is the most preferable, however, such questions must not be based on “not-executing or suspension of execution” but well-understandings for more accurate executions.
- Give appropriate opinions to support GM’s instructions or ideas for contribution.
1.5 Any other activities or matters ordered from the supervisor and company from time to time.

2. Administration of Schedules of GM

2.1 Provide sophisticated calendar management for GM.
- Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
2.2 Scheduled Meetings, Conferences, and/or Appointments;
Follow and arrange a working schedule for GM (appointments, meetings, travel arrangements, budgets, and expenses).
2.3 Deadline Management;
- All tasks assigned by GM must meet the deadline. In case the deadline is not mentioned, then it must be completed reasonably sooner as possible.
- Any other activities or matters ordered from GM from time to time.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to
the General Manager, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect General Manager’s style and organization policy.

3. Administration of Information to GM (both confidential and non-confidential to keep, maintain, and file)

3.1 Information Correction and Investigation;
- Grabbing, collecting either objective or subjective situations and information from varieties of sources including facts, gossip, and rumors; then investigating those reliabilities by facts. All related information, data, figures, photos, etc., must be kept strictly confidential in terms of either documents or verbal unless those are already well-known by the time of grabbing; otherwise, requiring to ask GM for begin disclosable or not.
3.2 Status Reports;
Collect proactively regarding working process, status, situations and issues/problems of related departments and report to GM
3.3 Announcements;
Announce and deliver any GM’s decisions, directions etc., to one or related departments. Make sure that GM's communication is delivered 100%.
3.4 Any other activities or matters ordered from the supervisor and/or company from time to time."

4. Administration of Internal and External Affairs for GM

4.1 Good Relationships;
- Be the best business partner to GM, and maintain in good relationship in good faith with trust. The integrity, honesty, fair and confidentiality are the top priority as the Assistant to GM is also called the “Secretary to GM”. Remain genuinely faithful to GM.
4.2 Smooth Affairs;
- Be the best coordinator, mood maker and appeal person of GM to all staffs of the company so that they are able to communicate with GM smoothly with less-anxiety.
4.3 The Best Representative to Maintain Good AEON Images and Brands;
- Be the best representative of the company to welcome and greet any external affairs regarding GM. The Assistant need to acquire very basic business matter as well as cultural understandings of Japan."