Executive Coordinator, Office of the PVC

The role
The Executive Coordinator is responsible for providing primary executive secretarial assistance to the PVC, RMIT Vietnam. The role manages the administrative operations within the Office of the PVC, ensuring all administration is undertaken in an efficient and accurate manner. The role is also responsible for providing essential support to the PVC through diary management, managing correspondence and documentation, drafting letters and standard communications from the PVC; ensuring that correspondence and presentations are of a high standard; and assisting the PVC and the Senior Manager to ensure that actions arising from correspondence and meetings are completed in a timely and appropriate manner.
KEY ACCOUNTABILITY
Manage the administrative operations of the Office of the PVC, including diary management, invoicing and reimbursements, correspondence, meetings, and all other administrative activities of the Office.
Prioritise key engagements e.g. meetings with external bodies in line with direction from the PVC and the Office of the PVC.
Collaborate with the team of Executive Assistants to the PVC's Executive Leadership Team to ensure diaries are aligned in accordance with priorities.
Manage the PVC's diary, schedule of meetings. Coordinate travel arrangements and meetings for the PVC. Coordinate travel, itineraries, etc., for visitors as required.
Manage and track correspondence for the Office of the PVC ensuring that actions arising from correspondence and meetings to complete in a timely and appropriate manner; use judgement to determine level of urgency and the appropriate person to action incoming correspondence, ensure the PVC and the Senior Manager are made aware of matters that require their action. Follow up as required.
Draft routine correspondence on the PVC's behalf and assist with preparing presentations, speech notes and briefing papers as requested.
Manage the filing system for the Office of the PVC to ensure documents are effectively managed.
Support the Office of the PVC from time to time in the preparation and production of Board papers, and arrangement of the itinerary and logistics for Board meetings.
For a more detailed description of the key areas of responsibility for this position please click here to download the JD.
KEY SELECTION CRITERIA
Demonstrated experience and good judgement in determining appropriate action pathways for incoming communication and correspondence.
Demonstrated high level communication skills, written, and spoken, both English and Vietnamese.
Well-developed interpersonal skills, including negotiation, liaison, and cross-cultural communication.
Demonstrated ability to work with extremely confidential information.
Demonstrated superior knowledge and experience in using computer software such as Microsoft Word, Excel, Power Point and Access.
Demonstrated ability to analyse, interpret or evaluate information.
Benefits
Highly competitive VND gross salary package with 13th month bonus, private medical insurance (for staff and the dependents) and annual health check
20 days annual leave plus 5 days paid leave Christmas closure, plus public holidays and 10 days paid sick leave.
Unique opportunity to work within a multi-lingual, multi-cultural environment with creative and innovative committed colleagues.
Flexible working opportunities
Ongoing professional development program and support.
Library on campus and online - access to RMIT Australia online library
Free use of onsite gym
Further information
The role located in HCMC Vietnam, is open for Vietnamese candidates only.
English Proficiency
English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS (Academic) with a score of at least 6.5 or 170 in Lingua Skills.
Application
To apply for this role, please submit your CV and a cover letter addressing your suitability to the key selection criteria for this position by clicking on the 'Apply' link.
Please note, we will be running a rolling recruitment process, so please do not wait until the closing date to apply.
RMIT is an equal opportunity employer committed to being a child safe organisation. We are dedicated to attracting, retaining and developing our people regardless of gender identity, ethnicity, sexual orientation, disability and age. At RMIT, we are committed to supporting adjustments throughout the recruitment and selection process, as well as during employment. We actively support and encourage people with disability to apply to RMIT.
Applications Close:
1 thg 11 2023 11.59 pm
RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community. As an internationally recognised Australian university based in Asia, RMIT Vietnam is assisting in the development of human resources capability in Vietnam and the region.