EXECUTIVE ASSISTANT TO THE PRINCIPAL

Thông tin chung
Work Location: Vinschool Smart City Secondary and High School - Nam Tu Liem District, Hanoi
I. KEY RESPONSIBILITIES
The Executive Assistant provides high-level, proactive support to the Principal, acting as a trusted 'right hand' to manage competing priorities, keep the Principal organised and on track, and ensure that important actions, deadlines and commitments are followed through.
1. Priority Management
Act as the Principal's key administrative partner, providing proactive day-to-day support.
Maintain an overview of priorities, commitments, deadlines, actions and follow-ups, ensuring nothing important is missed.
Proactively remind the Principal of upcoming deadlines, meetings, decisions and actions, and flag overdue or unresolved matters.
Help prioritise competing demands and anticipate administrative needs.
Maintain an effective system for tracking actions through to completion.
2. Calendar & Meetings
Take ownership of the Principal's calendar, ensuring meetings, appointments, deadlines, events and travel are accurately scheduled and prioritised.
Identify clashes, preparation requirements and time-sensitive priorities.
Organise meetings, including participants, invitations, agendas, documents and logistics.
Attend meetings when required, prepare minutes/action notes and track follow-up actions to completion.
Ensure the Principal is properly prepared for upcoming meetings and commitments.
3. Communication & Liaison
Act as a key liaison between the Principal, School Board, Vice Principals, Heads of Department, staff, parents, students and external stakeholders.
Coordinate requests and information, ensuring matters are directed appropriately and followed through.
Respond to routine administrative queries where appropriate and escalate matters requiring the Principal's attention.
Maintain professional, timely and confidential communication.
4. Administration & Documentation
Provide comprehensive administrative support, including correspondence, document preparation, formatting, filing, photocopying, scanning and document management.
Ensure documents and information required by the Principal are accurate and available when needed.
Support reports, presentations, decisions, forms and official correspondence.
Identify ways to simplify processes and reduce the Principal's administrative workload.
5. Bilingual Communication
Draft, translate and proofread Vietnamese-English correspondence, announcements, reports, presentations and official documents.
Provide Vietnamese-English interpretation during meetings and other professional interactions when required.
Ensure communications accurately reflect the voice and tone of the Principal and are appropriate for their audience.
6. Events & School Activities
Support the Principal with major school events, including Opening Ceremonies, Graduation, Admissions Events, parent events and other school-wide activities.
Maintain timelines, action lists and deadlines for activities involving the Principal.
Support admissions, assessments and examinations as directed by the Principal and School Board.
7. Professional Judgement & Confidentiality
Handle sensitive information with the highest level of discretion.
Demonstrate sound judgement about what can be handled independently, what requires clarification and what should be escalated.
Build effective relationships across the school and represent the Principal professionally.
Undertake other reasonable duties supporting the Principal's office.
II. EXPECTATIONS OF THE ROLE
The successful candidate will:
Be proactive: anticipate needs and take action without always waiting to be asked.
Keep the Principal on track: maintain visibility of priorities, deadlines, meetings and commitments.
Follow through: take ownership of tasks and ensure actions are completed or escalated.
Prioritise: distinguish between urgent, important and routine matters.
Be organised and dependable: ensure important details do not get missed.
Reduce workload: take ownership of appropriate administration so the Principal can focus on leadership.
Bring solutions: explore options rather than simply identifying problems or barriers.
Communicate clearly: keep the Principal informed of important developments and potential issues.
Use good judgement: know when to act independently, check or escalate.
Be a trusted partner: demonstrate discretion, reliability, professionalism and a commitment to helping the Principal operate effectively.
Success means the Principal is better organised, better prepared and less likely to miss an important priority because the Executive Assistant is keeping things moving.
III. REQUIREMENTS
Bachelor's degree or above. A degree in English, Education, Educational Management, Business Administration or a related discipline is an advantage.
IELTS 7.5 or above, with excellent English listening, speaking, reading and writing skills.
Excellent command of Vietnamese, with the ability to communicate confidently and professionally in both Vietnamese and English.
Strong ability to understand the nuance, tone, intent and context of a native English speaker, including indirect communication, humour, emphasis and sensitivity of language. Ability to accurately reflect the Principal's voice, tone and intended meaning in written and spoken communication.
At least two years' relevant experience in an educational or professional administrative environment. Experience supporting a senior leader or executive is highly desirable.
Experience with and a solid understanding of the Cambridge Curriculum is an advantage.
Strong proficiency in Google Workspace, Microsoft Word, Excel, PowerPoint and other digital platforms.
Excellent organisational and time-management skills, with strong attention to detail and the ability to manage multiple priorities and deadlines.
Highly proactive, dependable and solution-focused, with the ability to anticipate needs, work independently and follow tasks through to completion.
Strong communication and interpersonal skills, with the judgement and confidence to liaise effectively with senior leaders, staff, parents and external stakeholders.
High level of professionalism, discretion and commitment to maintaining confidentiality.
IV. BENEFITS:
Salary: negotiable, according to ability
Health insurance: medical examination and treatment at Vinmec International General Hospital and Special health insurance packages for Vingroup employees at different levels
Benefits and insurance according to the Labor Code
Discounts and incentives when using Vingroup's products and services.
Professional development training opportunities.
Professional, dynamic, productive, and active working environment.
Opportunities to be challenged and recognized
Work with leading education experts from Vietnam and around the world.
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