Working Location: Friendship Tower, Le Duan Street, Sai Gon Ward, Ho Chi Minh City
Job Purpose
The Senior Business Support Executive is responsible for providing comprehensive administrative and business support to the department and Department Head. This role supports daily business operations by managing internal approval systems, coordinating administrative processes, preparing reports, monitoring budgets, and organizing meetings and events.
The successful candidate should possess strong organizational and analytical skills, demonstrate attention to detail, exercise sound judgment, and maintain confidentiality when handling sensitive business information. The role requires the ability to manage multiple priorities while collaborating effectively with cross-functional stakeholders.
Key Job Accountabilities
1. Administrative Support & Approval Management
- Perform administrative tasks to support Purchase Orders (POs) for commercial activities by utilizing internal systems such as MAPP, Ariba, and other related platforms.
- Manage approval requests and ensure timely processing across all approval levels with a high level of accuracy.
- Monitor supporting documents to ensure compliance with company policies and procedures.
- Maintain accurate records and manage document storage.
- Liaise with internal stakeholders, including Finance, MAPP SC, GCMA, Cvent, BT, and other support functions, to ensure timely processing of requests and delivery of required services.
- Provide general administrative support, including document preparation, mailing, photocopying, filing, typing, and other office administration tasks.
- Route correspondence to the appropriate stakeholders when required.
- Coordinate additional projects and administrative tasks assigned by the Department Head.
- Ensure all assigned activities comply with company policies, Standard Operating Procedures (SOPs), and applicable regulations.
2. Meeting & Event Coordination
- Plan and coordinate logistics for meetings, workshops, and company events.
- Review meeting and event contracts.
- Schedule and participate in pre-conference meetings.
- Prepare and review event-related documentation.
- Coordinate housing audits and final housing reconciliation where applicable.
- Review facility reports, assign budget codes, and process final invoices.
- Coordinate with internal and external stakeholders to ensure smooth event execution.
3. Data Analysis & Reporting
- Collect data from various sources and streamline data collection processes to improve efficiency.
- Analyze data and present findings in a clear and user-friendly format.
- Interpret business data trends and patterns to support decision-making.
- Provide meaningful insights and recommendations based on data analysis.
- Support data visualization initiatives to communicate business performance effectively.
- Prepare regular reports and dashboards for management review.
4. Budget Management & Claims
- Monitor the department budget to ensure timely and accurate tracking.
- Work closely with the Finance team to manage the Operating Plan (OP) and Latest Estimate (LE) budgets.
- Support the Department Head in reviewing reimbursement claims and budget-related documentation.
- Maintain budget records and assist with financial reporting when required.
5. Project Coordination
- Support the planning, coordination, and execution of departmental and cross-functional projects.
- Track project progress and follow up on action items to ensure timely completion.
- Perform other business support and administrative duties as assigned.
Requirements
Technical Skills
- Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
- Familiarity with Adobe Acrobat, Tableau, MAPP, Ariba, and other business systems is an advantage.
- Strong computer literacy and the ability to quickly learn new systems.
Core Competencies
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
- Logical thinking and problem-solving ability.
- Ability to prioritize multiple tasks and work under pressure.
- Strong interpersonal and communication skills.
- Ability to collaborate effectively with cross-functional stakeholders.
- High level of integrity and confidentiality.
- Proactive, adaptable, and able to work independently.
Language Requirements
- Good command of English for email communication, reading company policies, and daily business communication.
- TOEIC 550 or above (or equivalent English proficiency) is preferred.
