EXECUTIVE ASSISTANT TO THE PRINCIPAL

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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.