Office and Executive Assistant - H/F
L'entreprise
Founded in 1909, Mayoly is an independent French and international pharmaceutical company specialising in Gastroenterology and Dermo cosmetics.
Following the integration of Ipsen CHC, the combined company employs more than 2,200 people worldwide and has sales of over €500 million in 2022, 65% generated internationally over 100 countries. By 2027, the Mayoly Group aims to reach sales revenue of more than €600 million and to become a global benchmark in consumer healthcare.
At Mayoly, we place everyone's health first and foremost, and conduct our business in a pragmatic, responsible and caring way. We are committed to a CSR policy that also focuses on diversity and inclusion. The diversity of our employees is part of our corporate culture, One Mayoly, in which everyone can develop, grow and perform in an environment of equal opportunity.
A company where every employee is a player in his/her own future and where talent can develop, always promoting collaboration and collective intelligence to meet the needs of patients, consumers, and customers.
Le poste
The Personal Assistant & Office Administrator plays a vital role in ensuring smooth daily operations of the Vietnam Representative Office. This role provides high-level administrative and personal support to the General Manager and manages key office functions, vendor coordination, and travel logistics. It requires exceptional organizational skills, confidentiality, and the ability to manage multiple priorities in a fast-paced environment. This position is ideal for someone who thrives on challenges, demonstrates resilience, and embraces opportunities with an entrepreneurial mindset
1.Executive Support (Executive Assistant to GM) – 30%
• Maintain meticulous records of travel expenses and receipts for the General Manager.
• Prepare expense reports and coordinate with Finance for timely reimbursements.
• Arrange local transportation and related logistics for the General Manager.
• All activities and support related to GM’s agenda
• Provide ad-hoc executive support as requested.
2. Office Administration – 30%
• Manage incoming and outgoing correspondence and courier services.
• Maintain fixed assets (Office equipment etc), IT inventory, new joiner onboarding kit
• Manage office layout and workspace functionality in coordination with building management.
• Oversee general upkeep of office supplies (stationery, pantry items, water, plants, etc.).
• Handle office legal documentation including business license renewals and reports.
• Process purchase orders, receipts, and accruals for finance submission.
• Organize internal company events and activities in collaboration with relevant departments.
• Support in external/internal social communications (Linkedin, Mayoly intranet) from department events
• Coordinate IT support with local OSS and global IT team for all IT related queries
3. Travel, Logistics and Expense – 25%
• Arrange all logistics required, airfares, hotel accommodations, transportation, visas, and insurance for employees and visitors.
• Ensure travel arrangements comply with corporate travel policies.
• Maintain a travel database of employee preferences and provide real-time support for changes or disruptions.
• Liaise with travel vendors to secure competitive pricing and high-quality service.
• Collaborate with Finance on travel-related budgets, contracts, and vendor evaluations.
• Ownership of Travel and Expense SOP and Fast Track, visa services
4. Vendor Management – 10%
• Coordinate with vendors for office-related services including telecom, internet, courier, and maintenance.
• Negotiate terms and review service level performance.
• Ensure all contracts are reviewed and approved by the General Manager prior to execution.
• Manage procurement processes for office supplies and utilities.
5. Support to other internal departments (5%)
• The above are ad-hoc requests and should be discussed and aligned with the Manager
Knowledge, abilities & experience
• Minimum 6 years of experience in office administration or executive assistant roles.
• Strong organizational and time management skills.
• Excellent interpersonal and communication abilities in both English and Vietnamese.
• High integrity, attention to detail, and the ability to handle confidential information.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Familiarity with online travel booking systems is a plus.
• Ability to work independently and under pressure with international stakeholders
• Flexibility to support urgent travel or time-sensitive administrative tasks outside business hours when required
• Knowledgeable about travel regulations, visa requirements, and industry best practices.
• Capable of working independently, making sound decisions in a fast-paced environment.
• Flexibility to work outside regular business hours, if necessary, to address travel emergencies, if any or time zone differences (should be exceptional)
Profil recherché
• University Graduate – of any field, Business Administration a plus
• Minimum 6 years’ relevant experience
• Languages: Fluent English in written and oral.
• Computer skills: Ms. Excel, Ms. Word, Ms. Power Point
• Willingness to learn on the job and roll up their sleeves and solve problems, with positive attitude
• Positive attitude with entrepreneurial mindset, able to challenge the status quo
• Being autonomous and self-organized
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