Role Summary

At Gemma Associates, the Office Manager acts as the operational “heart” of the entire office. You are the person who ensures that all activities run smoothly, professionally, and efficiently. Not only do you maintain an inspiring workspace for the Consultant team, but you also create a premium, sophisticated first impression when welcoming VIP Clients and C-suite Candidates to the office.

Key Responsibilities

Office Management & Front-desk

• Ensure the office space is always in impeccable condition (clean, organized, highly aesthetic, and professional).
• Welcome Clients and Candidates with a polite, refined demeanor and a standard of strict confidentiality.
• Manage the procurement of equipment, stationery, and pantry supplies, and liaise with service providers (IT, cleaning, building management).

Admin & Financial Support

• Draft, track, and manage the contract system (Service Agreements, NDAs) with clients and partners.
• Coordinate with the Accounting department (or outsourced accounting service) to handle issues related to Invoicing, Accounts Receivable, and Accounts Payable for operational expenses.
• Manage petty cash and internal office living expenses.

Internal HR & Culture

• Execute onboarding and offboarding procedures for new employees (preparing workstations, email accounts, CRM system access).
• Track annual leave, timesheets, and coordinate payroll and bonuses for the team.
• Organize team-bonding activities (team building, birthdays, company parties) to nurture a positive, passionate corporate culture.

Business & System Support

• Manage and ensure the candidate database system (ATS/CRM) is regularly updated by the consulting team.
• Assist Consultants in formatting candidate resumes (Format CVs) according to Gemma Associates’ premium standard format when necessary.
• Support the MD in scheduling important meetings, preparing meeting rooms, and organizing relevant documents.

Requirements

• Experience: A minimum of 3-5 years of experience as an Office Manager, Admin Manager, or Executive Assistant. Priority is given to those who have worked in B2B service companies, Agencies, Consulting Firms, or multinational environments.
• Language Skills: Bilingual fluency in both English and Vietnamese is mandatory, as you will frequently welcome and interact with foreign executives and clients.
• Professional Skills & Attitude:
• • Excellent organizational skills with high attention to detail.
  • A professional demeanor with a polished and elegant appearance.
  • A “Can-do” attitude; proactive in problem-solving and supporting teammates.
  • A mindset of absolute information confidentiality (crucial in the Executive Search industry).
• Technology: Proficient in MS Office (Word, Excel, PowerPoint) and possessing the ability to quickly learn internal management software (CRM, ATS, basic accounting software).

Benefits

• A competitive base salary, commensurate with your skills and experience.
• A 13th-month salary and performance-based bonuses tied to the company’s business results.
• The opportunity to work in an elite environment, interacting directly with a network of top-tier senior personnel in the market.
• An open, transparent company culture that respects and values individual contributions.
• Full insurance benefits (Social Insurance, Health Insurance), periodic health check-ups, and other perks as per standard regulations.

Company Description

Gemma Associates is a newly founded organization led by experienced practitioners with a history of placing senior leaders across Vietnam and Southeast Asia. The company collaborates with multinational firms in sectors such as FMCG, technology, and others, helping them secure top-tier talent. Gemma Associates also partners with startups, recognizing the critical role of leadership in shaping culture, driving vision, and ensuring business success. We are committed to delivering exceptional recruitment solutions that meet the unique needs of our diverse clients.