ROLE PURPOSE: Provide high-level administrative, coordination, and communication support to the People Director. The role also serves as a backup to the Managing Director (MD) Executive Assistant (EA) and manages expatriate administration, ensuring seamless executive operations and full compliance with local regulations.
KEY RESPONSIBILITIES:
1. Executive Support to People Director
- Manage and optimize the People Director's calendar, meetings, and travel arrangements
- Prepare high-quality presentations and reports
- Track key HR priorities, initiatives, and deadlines
- Support preparation for leadership forums.
2. MD Support (Translation & EA Backup)
- Provide accurate, real-time interpretation (Vietnamese English) for the MD during private and sensitive meetings
- Act as backup to the MD Executive Assistant when required:
- Manage MD calendar, meeting logistics, and travel coordination
- Prepare briefing materials and ensure smooth daily operations
- Maintain strict confidentiality, neutrality, and professionalism in all MD-related matters
3. Expatriate Management
- Coordinate end-to-end expatriate lifecycle management (onboarding to offboarding)
- Manage work permits, visas, and residency documentation in compliance with Vietnamese regulations
- Liaise with external vendors and authorities for immigration and relocation services
- Support expatriates with relocation, housing, schooling, and settling-in processes
- Ensure timely renewals and accurate record-keeping for all expatriate documentation
- Partner with HR and Finance on expatriate compensation, benefits, and tax coordination
4. Coordination & Stakeholder Management
- Act as a key liaison between People Director, HR teams, and business leaders
- Coordinate cross-functional meetings, leadership visits, and HR events
- Build effective relationships with internal and external stakeholders
5. HR Operations & Administrative Support
- Support HR budgeting, invoice tracking, and vendor coordination
- Maintain organized records of HR policies, contracts, and documentation
- Ensure adherence to internal processes and documentation standards
6. Confidentiality & Governance
- Handle highly sensitive information (executive decisions, organizational changes, talent matters) with strict confidentiality
- Ensure secure handling and storage of documents and communications
- Demonstrate sound judgment and discretion in all interactions
KEY SUCCESS INDICATORS (Optional):
- Seamless executive scheduling and prioritization (People Director & MD backup)
- Accuracy and professionalism in translation/interpretation
- Effective expatriate management with zero compliance issues
- High stakeholder satisfaction (People Director, MD, leadership team, expatriates)
- Timely and error-free administrative support
- Zero confidentiality breaches
KEY SKILLS & QUALIFICATIONS:
- Strong bilingual proficiency (Vietnamese & English), with proven interpretation experience
- Solid understanding of expatriate/immigration processes in Vietnam
- Excellent organizational and multitasking skills
- High attention to detail and ability to work under pressure
- Strong interpersonal and stakeholder management skills
- High level of discretion and professionalism
- Proficiency in MS Office (PowerPoint, Excel, Word)
Data Privacy Notice:
By submitting your application, you consent to the collection, use, and processing of your personal data for recruitment purposes in accordance with applicable data privacy laws. Your information will be kept confidential and used solely for evaluating your suitability for the role.
For more information, please visit: www.heineken.com.vn/consent
