ESTEE LAUDER (VIETNAM) LLC. ★ 3.0

Mô tả Công việc

PRIMARY FUNCTION

• Provide secretarial and administrative support to the department as well as coordinate brands activities.

RESPONSIBILITIES

Personal Assistant: (30%)

• Performing general administration duties, coordinating meetings, appointments and travel arrangements for Country Manager as well as for visiting guests;
• Screening all telephone calls, letters and visitors then direct them to the Country Manager’s attention according to priorities;
• Maintaining and updating central filing system for easy retrieval of information, keeping sensitive material confidentially. Ensuring all Vietnam market is constantly updated and organized;
• Managing Country Manager’s calendar and arrange all internal & external meeting scheduling
• Take meeting minutes and prepare deck for meeting or when required
• Tracking and claiming department expenses on SAP system and AMEX clearance;
• Booking & arranging lunch / dinner and other employee activities as directed of Country Manager such as Happy Hour ect…

Report

• Consolidating sales figure from brands then updating to monthly sales report, market share report & store tracking;
• GM Commentary
• Updating Intranet of the company (internal website) twice a month;

Legal

• Updating competitors’ activities as well as their distribution channels quarterly;
• Coordinating with retailers and distributors (Parkson, Diamond Plaza, Takashimaya) in some business activities; business license
• Assist Country Manager to complete all legal documents if required (such as company license, renewal Retailers’ contracts, Brand Trademark/Royalty Contracts, check law firm in ad-hoc tasks ect..)
• Market Visit/Corporate Event/TownHall/Travel Arrangement
• Corporate with other stake holders to prepare and organize for company special events such as Market visit, Corporate Event, Townhall meeting
• Partner with relevant stakeholders to arrange travel for Country Manager and guests if required

Others

• Be a point of contact of BCC for any communications with Regional Communication team
• Be a POC of GM to grant access right for new member of team or when required
• Coordinating with media partners relating to contract, rate, media profile, etc;

Project Management: (70%):

• Lead or execute the many different projects which are assigned by Country Manager to support business growth
• Define the project management process to be applied to the project.
• Prepare project plan and obtain management approval of the project plan.
• Assure that all team members understand their roles and accept their responsibilities
• Apply project resources according to the approved project plan.
• Track and report on progress to plan.
• Keep all stakeholders informed of progress and issues.
• Assure timely adaptive action is taken.
• Manage change to preserve business plan commitments. Initiate Phase Review if objectives must change.
• Establish and publish clear priorities among project activities.
• Coordinate management and technical decisions.
• Arbitrate and resolve conflict and interface problems within the project.
• Provide input on the performance of project team members to their supervisors.
• Liaise with clients to identify and define requirements, scope and objectives. Make sure that clients’ needs are met as projects evolve
• Help prepare budgets
• Analyse risks and opportunities
• Act as the point of contact and communicate project status to all participants
• Partner with the Project Manager to eliminate blockers
• Issue all appropriate legal paperwork (e.g. contracts and terms of agreement)
• Create and maintain comprehensive project documentation, plans and reports
• Ensure standards and requirements are met through conducting quality assurance tests
• Other tasks assigned by Country manager