Assistant to Head of Business Legal

JOB DESCRIPTION

Position: Assistant to Head of Business Legal

Direct Report: Head of Business Legal

Job Description

The Assistant to Head of Business Legal supports the Head of  Business Legal in managing legal files and documents, following up on legal matters, and coordinating with relevant parties in Vietnam and overseas. This position requires strong organizational skills, effective document management, and good English proficiency for daily work.

Key Responsibilities

1. Support to the Head of Business Legal

* Provide daily administrative and coordination support to the Head of Business Legal.

* Manage the Head of Business Legal's calendar, meetings, business trips, and appointments.

* Prepare meeting agendas, take meeting minutes, and follow up on action items after meetings.

* Assist in preparing reports, presentations, documents, and files for Management.

* Support the Head of Business Legal in coordinating with internal departments, external law firms, government authorities, partners, and service providers.

* Assist in coordinating with partners, service providers, and consultants in English, and follow up on corporate records, licenses, contracts, and legal projects involving overseas matters.

* Coordinate with relevant departments to collect information and documents required for legal matters.

* Assist the Head of Business Legal with work-related administrative matters, including document submissions, appointments, administrative procedures, and coordination with relevant authorities and service providers when required.

* Assist in coordinating business travel arrangements, including travel schedules, accommodation, transportation, travel documents, and related logistics with HR, Admin, and external service providers.

* Perform other tasks assigned by the Head of Business Legal.

2. Legal File and Document Management

* Prepare, maintain, and organize legal documents, contracts, licenses, and corporate records, ensuring accuracy, confidentiality, and proper filing.

* Ability to review, revise and prepare  Contract amendments based on comment, instruction and guidance from the Head of  Business Legal.

* Track the negotiation, signing, effective dates, renewals, and obligations under contracts, and regularly update contract reports and tracking lists.

* Ensure that all legal documents are accurate, complete, and kept confidential.

3. Legal Research and Support

* Conduct legal research and compile and summarize legal information as requested.

* Assist in preparing legal updates, compliance reports, and reference materials for management purposes.

* Assist in tracking the progress of legal, corporate, and compliance projects as assigned.

Requirements

* Bachelor's degree in Law.

* At least 3-5 years of experience as an Assistant, Legal Assistant, Legal Secretary, Legal Operations professional, or in a similar role.

* Experience supporting managers or senior leaders in the legal field is an advantage.

* Experience in managing files, documents, contracts, and legal or corporate procedures.

* Experience working with foreign law firms, partners, or service providers is preferred.

* Able to use English confidently in an international business environment, particularly for legal communication, drafting, reviewing, and negotiating legal documents and commercial contracts. 

Skills

* Strong organizational, planning, and work management skills.

* Careful, detail-oriented, and highly responsible.

* Good communication, coordination, and teamwork skills.

* Proficient in English, particularly in reading and drafting documents, contracts, emails, and reports; able to work directly with foreign lawyers, partners, and service providers.

* Able to work independently, work under pressure, and maintain confidentiality.

Benefits

* A supportive and flexible working environment.

* Macbook provided.

* Premium health insurance.

* SHUI contributions which comply with local Law.

* 13th month salary & performance bonuses.

* 15 paid annual leaves per year.

* Company trip, Happy hour, free snack and coffee.