This job is responsible business trips coordination (flight tickets, hotel reservation, transportation); gasoline vouchers for company vehicle assigned to GD; appointments with business contacts; screening calls to the GD from outside contacts and basic translation work for documents to be signed by the GD.
Principle Duties And Responsibility:
• General: The EA acts as the living equivalent of the Microsoft Outlook (MSO) of the GD and as such, does the following:
- Maintain same information in MSO as that of the GD in terms of Calendar, Tasks and Contacts
- Ensure that GD follows schedule reflected in Calendar and personally reminds GD of all due appointments (even if MSO will do it automatically). Consequently, EA to update GD’s MSO via “Invite Attendees” command in MSO.
- Using Tasks, review due dates and call attention of concerned Manager on due date reflected in Tasks. For any issue on meeting the due date, email GD directly with cc copy to manager concerned.
- Maintain and Update Contacts. Business cards given to EA to be immediately updated on Contacts and EA to indicate date when Business Card was given to GD by contact. Business cards are also filed in the card folder.
• Maintain and track annual planning calendar of Vietnam Company to include S&OP Meetings, MANCOM meetings, PMP evaluations, MBO setting, Budget preparation and other special events of Indochina Cluster (IDC) or ASEAN Company.
• Organize all special correspondences and Video CDs coming from Racine, Wisconsin (headquarters in US) for easy access or retrieval of GD
- Translate and Vnese subtitle for each quarter, (President – Developing Markets Platform) releases a quarterly report of DMP business for info of all GMs
- Periodically, Chairman and CEO. Company Worldwide releases memos and Video CDs for GMs to review
- Understand and operate with guidance of IT Manager, how to access WEBEX conferences set by Racine or ASEAN – A WEBEX conference is an internet based PowerPoint presentation on the computer of GM by a presenter in Racine and voice contact is through the telephone.
• With advise of Brand Management, assist GD on following:
- Assist in tracking monthly marketing expenses (all categories)
- Handle / file contracts and documents related to advertising agencies & suppliers including:
- Assist Marketing to process expenses booking with Accounting and Finance (accruals) before Accounting closes books for the month
- Track spending of marketing expenses versus the accrued expenses
- Product Registration licenses and documents management
- Prepare forms for regulatory and advertising agencies in relation to getting approvals from government
- Filing and processing of same documents:
+ Other Admin tasks for HR
+ Payment requests
+ Internal Advertising & Promotions forms
+ New Product Development forms
• With guidance of Finance Manager, assist GD in following:
- Monthly Flash Report for Sales – task is to help GD with commentary before Flash Report is sent by FD to Racine.
- Preparation of monthly P&L package – task of EA is to help GD with commentary before package is sent to Racine on 2nd Monday after monthly cut-off.
- Track changes in major cost inputs (RM/PM) with input from Purchasing Manager or Factory Manager. Automatically compute corresponding change in GP for major SKUs.
• With guidance of Factory Manager, assist GD on following:
• With advise of National Sales Manager (NSM) assist GD on following:
• With advise of HR Manager assist GD on following:
- Tracking Self-Evaluation Reports submitted to HR and assisting GD on commentary and feedback
- Screen and organize for GD signature all Labor contracts of Managers and Supervisors prepared by HR Dept; screening to ensure R&F Labor contracts are diverted to Factory Manager – authorized by SPA to sign on behalf of GD.
• Other administrative duties will include (but not limited to) business trips coordination (flight tickets, hotel reservation, transportation); gasoline vouchers for company vehicle assigned to GD; appointments with business contacts; screening calls to the GD from outside contacts and basic translation work for documents to be signed by the GD.
