Executive Assistant to Director, Finance and Governance

RMIT VIETNAM



RMIT Vietnam, an entity of RMIT University, has campuses in Ho Chi Minh City and Hanoi since 2001. We provide internationally recognised, high-quality, education and professional training for students, clients and the community, and assist in the development of human resources capability in Vietnam and the region by hosting students from Australia and many other countries.



YOUR ROLE



The Executive Assistant (EA) ensures the tasks of Office of Director, Finance and Governance to be undertaken in a timely manner and to a high quality. In particular, the EA is responsible for providing primary executive secretarial assistance to the Director, Finance and Governance through diary management, managing correspondence and documentation to ensure that actions arising from correspondence and meetings are completed in a timely and appropriate manner.



The EA will provide supporting role to Finance and Governance functional teams and coordinating the divisional projects as assigned by Director, Finance and Governance. The EA provides support for the operations of RMITVN Members' Council including the administration and coordinating the meeting papers submission, generally supports post-meeting communications/ follow up, and provides high quality governance support and advice to support best practice governance more generally.



Position level: PSV4



Reports to: Director, Finance and Governance



KEY ACCOUNTABILITIES



1. Secretarial support to RMITVN Members' Council



Draft agendas, prepare minutes, coordinate the meeting papers submission;



Act as minute secretary for meetings as required and preparing minutes in a timely manner;



Support the preparation of high-quality governance briefings, proposals and reports for RMITVN Members' Council;



Retain secretarial documents materials and resources at best practice and up - to - date;



2. Executive admin support to Director, Finance and Governance

Perform a variety of administration tasks and support to the Director, Finance and Governance:



Manage working calendar, schedule of meetings and travel arrangements;



Draft and prepare the official correspondences to relevant authorities as required by the Director, Finance and Governance;



Manage payment process of the Office of Director, Finance and Governance;



Coordinate and execute cross functional projects within Finance and Governance division to achieve objectives in agreed timeline and outcomes;



Be the contact point to receive, check and return document(s) which require signature/approval of Director, Finance and Governance;



Translate documents, correspondences and newspaper articles for specific projects;



Cooperate, plan and organize itineraries for visits to Vietnam by senior Finance and Governance members based in Melbourne;



3. Project coordination for Finance and Governance Division



Provide support to the Division projects including planning, coordinating, monitoring the project and reporting the project status to management and documenting project activities with wide range of project areas including but not limited to Financial, Legal, Corporate and Commercial projects;



Collaborate with Divisional team members to coordinate and implement relevant projects and activities;



Assist in maintaining effective communication with a wide range of high level internal and external stakeholders;



Update and maintain the master project database to monitor and track all projects including project schedule, milestones, due dates, and estimates for necessary resources and relevant information;



Provide admin, logistics arrangement and procurement support for the Division.



4. Other tasks as assigned by the Director, Finance and Governance.



CULTURE



Our Values inspire us, wherever we are in the world, and guide how we live and work together.



Imagination. Agility. Courage. Passion. Impact. Inclusion.



What unites us is our purpose and our values; they are at the heart of who we are, what we stand for, how we make decisions and connect with each other. Our people make everything at the University possible. We encourage new approaches to work and learning, stimulating change to drive positive impact. RMIT exists to create transformative experiences for our students, getting them ready for life and work. You will be a part of a productive and collaborative team, who values working relationships and outcomes through open and inclusive planning, continuous information sharing and transparent work practices.