Associate Specialist, Meeting Services Support (Vietnamese Speaker)

Job Description

• Review assigned meeting requests for completeness against approved checklists.
• Create or update meeting and event information in approved systems based on complete and authorized requests.
• Maintain accurate event details, attendee or speaker information, expense information, and supporting records within the assigned scope.
• Support event closure activities by checking that required documentation and system information are complete.

• Support HCP and HCO vendor creation or maintenance requests using the required forms and documents.
• Prepare standard HCP, HCO, speaker, sponsorship, or service agreements using approved templates.
• Support purchase order creation and related administrative activities based on approved requests and quotations.
• Ensure documents are stored in the appropriate repository and linked to the relevant event or request.

• Support meeting reconciliation by checking documents, attendee information, invoices, receipts, and expense details against established requirements.
• Prepare assigned payment requests, reconciliation files, journal information, or expense documentation accurately and within agreed timelines.
• Follow up with internal stakeholders for missing or incomplete information.
• Escalate unusual transactions, policy questions, potential control issues, or unresolved differences to the Specialist or Senior Specialist.

• Meeting Owners, Event Owners, Product Managers, coordinators, and approved requesters.
• Meeting Services Support colleagues and team leads.
• TME&F colleagues across Business Partner, Process Excellence, Strategy, Program, and regional operations teams.
• Compliance, Finance, Procurement, Source-to-Settle, and employee expense teams.
• Meeting Planning Agencies and other approved service providers, where applicable.

• Complete assigned activities within the approved service-level timeline for the relevant process and market.
• Manage the individual work queue daily, prioritize time-sensitive requests, and raise risks before the due date.
• Respond to routine inquiries and follow-ups within the team’s agreed response timeline.

• Achieve the quality and accuracy targets established for the team and process.
• Perform a self-check before completing or handing off work.
• Maintain complete, accurate, and traceable system records and supporting documents.
• Avoid repeated errors by applying coaching and documented learning.

• Take responsibility for assigned work from receipt through completion or proper escalation.
• Follow approved procedures, controls, privacy requirements, and documentation standards.
• Demonstrate teamwork, professionalism, learning agility, and a customer-focused approach.

• Accurate and complete processing of assigned requests.
• Achievement of individual service-level and turnaround expectations.
• Right-first-time documentation and system updates.
• Timely follow-up and escalation of missing information or exceptions.
• Positive collaboration with colleagues and internal stakeholders.

• Bachelor’s degree in Business Administration, Accounting, Finance, Economics, Science, or a related discipline.
• Internship or up to 1 year of experience in finance operations, meeting administration, accounts payable, shared operations is an advantage.
• Fresh graduates are encouraged to apply.
• Relevant language capability may be required for the supported market and will be stated in the job posting.

• Strong attention to detail and commitment to accurate data entry and documentation.
• Ability to follow procedures, templates, checklists, and control requirements.
• Basic understanding of finance or transaction-processing concepts.
• Clear written and verbal communication skills.

• English and Vietnamese.
• Other language e.g., Japanese, Korean etc. will be added advantages.

• Exposure to meeting, event, travel, expense, vendor, purchasing, or payment processes.
• Experience in a regional or global working environment.
• Additional language capability relevant to the supported market.
• Added Advantage: Basic exposure to data reporting, Power BI, Power Apps, macros, or automation tools.

• Ability to organize assigned work, meet deadlines, and raise concerns early.
• Working knowledge of Microsoft 365 applications, including Excel, Outlook, PowerPoint, Teams, and SharePoint.
• Willingness to learn meeting-related systems such as Veeva, SAP, Ariba, Concur, ServiceNow, Cvent, or other approved tools.
• Professional, collaborative, and service-oriented approach.

Current Employees apply HERE

Current Contingent Workers apply HERE