Job description

JOB DESCRIPTION:

Primary Job Function

• The Executive Assistant cum Internal Communication Manager reports to General Manager (GM) and collaborates with Public Affairs and Human Resource functions in executing strategic messaging and communication plans for promoting Abbott’s culture.

• This position is necessary to maintain a visible presence through involvement and participation in events and organizations within the company and the local community (if required).

• As regards Executive Assistant responsibilities, this position provides high-level secretarial and administrative support for the GM. Requires discretion, confidentiality, and detailed knowledge of the organization’s operations, procedures, and people. 

• Regular, reliable, and non-disruptive attendance is an essential job function of this job, as is the ability to create and maintain collegial, harmonious working relationships with others.

Core Job Responsibilities

Internal Communication - Writing, presenting, analysis:

• The Internal Communication Manager designs and take full charge of translating company’s strategies in the more interactive and engaging ways in order to make sure one single message throughout the organization for driving business’ growth. Building internal campaigns for leaders to close to employees; for all employees to be close to the market for better insights understanding.
• This role supports strategic planning, writing and editing internal company communications. This role is particularly well acquainted with HR and expected to have strong relationships with multiple stakeholders in this area; provide employees with a need for communicating broadly about internal company topics or on a more focused basis to a high-profile audience, including senior leadership.
• Sensitively edit and proof-read of internal magazines/the work of colleagues in line with corporate style and internal communication best practice.
• Build communication umbrella for one year based on business priorities; design and oversee implementation of internal communication and engagement programs under GM’s assignments that reinforce company culture and educate and empower employees to be effective ambassadors for the company, including internal magazine, company events as well as ad-hoc communication projects at Abbott.
• Provide support and advice in Implementing and managing employee engagement campaigns and communications programs from concept to content to execution, follow-up and measurement.
• Coordinate the creation of tools and collateral for assigned projects and outcomes.
• Work closely with agency/vendors to present our brief for concept development.

Internal Communication - Employee Engagement & Event Management:

• Work closely with General Manager and Leadership Team to design the best suitable message and execution plan for each communication project to suit different functional audience.
• Advise and Apply new tools of communication to promote sense of belongings and pride to work for Abbott to connect more people both internally and externally.
• Work closely with marketing team to identify ways to increase company brand ambassadorship across employee base.
• Responsible for ensuring the involvement of employees in internal activities such as quiz/story telling in magazines; internal performance in year-end parties, full participation in seasonal events such as Promotion Celebration, Women’s Day, Christmas events, year-end parties, etc.
• Responsible for advice, support employees with information related to internal events led by GM
• Form relationships with key departments and employees across the organization for the development and creation of internal communications and marketing programs.
• Build positive employee relations through a schedule of engagement activities including town hall meetings, pulse surveys and analysis, etc. and use data to guide strategy for building, maintaining and fostering an engaged employee population.
• Proactively gathers employee feedback and recommends/develops programs to positively influence employee engagement and knowledge.
• Works cross functionally with key departments to launch projects that drive results.
• Support on other projects as assigned.

Internal Communication - Business partnering role:

• Build and manage effective working relationships with senior managers including regional visitors.
• Ensure high level visits to be well taken care of from agenda, logistics as well as ad-hoc support on site.
• Build and manage proactive relationships with all levels of employees to support improved communications across divisions.

Executive Assistant - Secretary to GM:

• Manage GM’s appointments and schedules. Make travel arrangements to make best use of their time.
• Handle information confidentially and maintain the security of Executive’s records and files.
• Perform administrative tasks using independent judgment and discretion.
• Plan and organize so that activities are completed accurately and on time. Activities may include preparing documents, screening and responding incoming correspondence, inquiries, phone calls, drafting letters and official information releases, arrange and attend meetings, take and distribute minutes.
• Facilitate the smooth communications between the GM and other stakeholders including internally and externally.
• Gather, verify, analyze information for GM to use in documents such as memos, letters, reports, speeches, presentations, and news releases.

Executive Assistant - Office Administration management:

• Plan, prioritize, manage and review maintenance activities and the upgrade of office equipment at the facilities and minimize disruptions to business activities and ensure effective use of resources.
• Coordinate with Host Admin in office renovation/expansion/reconfiguration initiatives.
• Prepare and reconcile of monthly payments for office expenses.
• Lead the organization of division-wide meetings when requested.
• Manage the workload of office administration team to meet various deadlines.
• Provide logistic support for division-owned VIP visitors to Vietnam.
• Carry out special work as directed by GM.

Position Accountability / Scope

• Reporting line: This position reports to EPD General Manager
• Internal: Abbott Stakeholder, EPD employees
• External: Distributors, Vendors, Partners

Minimum Education

• University Degree. A BA in journalism, communications, public relations or marketing is an advantage.
• Experience with senior administrative tasks
• Working experience in healthcare/ wellness industry is desirable

Minimum Experience/Training Required

Indicate the minimum experience and/or training required to perform this job.

• Writing skills: You need excellent writing, editing and proofreading skills as well as the journalistic ability to source stories from employees

Speaking skills: You also need strong speaking skills as you are likely to be called on to give presentations to staff. Internal communications managers need sensitivity to an organization’s goals and values and the ability to relay them to employees

Interpersonal skills: You need good interpersonal and relationship-building skills in order to work with communications and HR departments. You also need to possess the confidence to deal with senior executives and explain communication techniques to them.

Creative skills: You need the creative ability to devise communication strategies Digital skills: Familiarity with information technology, especially digital and video means of communication, is essential. Understanding the sector you wish to work in (private, public or voluntary) can be crucial.

Language skills: Advance in English

Others Required

Managerial:

• Strong communication and interpersonal skills
• Possess good typing, stenographic or drafting skill
• Manage multiple priorities & task
• Good at time management & planning skills
• Good self-Judgment

Behavioral:

• Winning Behaviors – Adding Value, Collaboration, Measured Risk-Taking, and Ownership
• Tactful, diplomacy and discretion
• High integrity and openness combined with commitment to good governance

Functional/Technical:

• Abbott Leader Competencies
• Proficient skills in MS Office
• Good command of English

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