Events Executive Assistant

JOB DESCRIPTION
Position Title: Events Executive Assistant
Work Location: True North School - Lot TH-03, Mo Lao urban area, Ha Dong, Hanoi
POSITION OVERVIEW
The Events Executive Assistant plays a vital role in fostering a dynamic and engaging school community through the successful coordination and delivery of school events, competitions, and student enrichment activities. Working closely with school leadership, faculty, families, and external partners, the position ensures seamless event operations, effective communication, and exceptional participant experiences. The role contributes to enhancing student engagement, strengthening community connections, and supporting the school's commitment to holistic student development.
RESPONSIBILITIES & DUTIES
Program Coordination
Lead in planning, organizing, and implementing school events and competitions (K-12).
Maintain a comprehensive and up-to-date schedule of all school events and competitions.
Coordinate student/parents registration, attendance tracking, and program rosters.
Support the development and launch of events and competitions aligned with student interests and the school's mission.
Staff & Vendor Coordination
Liaise with teachers, coaches, and external providers leading school events and activities.
Support contracting, scheduling, and logistical coordination for external vendors.
Ensure all activity supervisors meet school requirements, including safeguarding and documentation compliance.
Communication & Family Engagement
Serve as a primary point of contact for students and families regarding school events.
Communicate schedules, updates, and expectations clearly and in a timely manner.
Support the promotion of programs through newsletters, emails, and school communication platforms.
Logistics & Operations
Coordinate room assignments, materials, resources, equipment, and transportation (if applicable).
Ensure appropriate supervision and coverage for all programs.
Maintain accurate records of participation and program data.
Student Engagement & Oversight
Encourage broad student participation across all grade levels.
Monitor attendance and follow up on absences or concerns.
Assist in addressing student behavior and safety matters in collaboration with school leadership.
Events & Showcases
Support the organization of school events such as cultural celebrations, showcases, performances, and competitions.
Coordinate logistics and communication for school events and activities.
Compliance & Safety
Ensure after school activities and clubs align with school policies, including health, safety, and safeguarding guidelines.
Maintain emergency contact information and attendance records for all participants.
Additional Responsibilities
Contribute to the overall operations of the school by completing other administrative duties as assigned.
Maintain confidentiality of sensitive academic and personnel information.
Other duties as assigned.