Personal Assistant To Managing Director

*** Job Overview:
The PA maintains confidentiality in all matters related to the school, school personnel and community.
Reporting directly to the MD, the Executive Assistant is a senior-level position that is primarily responsible for supporting the MD in ensuring mission consistency across the school's divisions and departments.
This is a senior level position and the main areas of focus relate to teaching and learning, recruitment, curriculum development, professional development, financial management, strategic and operational planning, faculty evaluation, inclusion/diversity, technology, student support services, and service learning and community partnerships.
*** Responsibilities and Duties:
* Organise the MD's working schedule:
• Arrange appointments and meetings attended by MD such as the weekly SLT meetings and Operations Meetings.
• Meetings with the Vietnamese Heads of School or teachers, meetings with business partners, educational authorities as well as meetings with the School's staff.
• Attend appointments and meetings to take minutes, translate and/or follow up with relevant people as necessary.
• Schedule a wide variety of activities (e.g. appointments, meetings, travel reservations/ accommodations, etc.) for the purpose of making necessary arrangements for the MD.
• Support the MD, the Board of Directors and other assigned administrators for the purpose of providing assistance with their functions and responsibilities.
• Support and advise the MD on all-school policies and program.
• Plan and coordinate meetings, receptions, luncheons, workshops, travel/accommodation, etc.) for the purpose of completing activities and/or delivering services in accordance with the MD's job description.
* Document organization, maintenance & control
• Support the creation, filing and dissemination of documentation on policy and procedure, including version control and relevant updates, in accordance with EMASI procedure.
• Maintain a wide variety of complex manual and electronic documents files and records (e.g. contacts, time sheets, personnel files, correspondence files; databases, etc.) for the purpose of providing up-to-date information and/ or historical reference.
• Prepare a variety of complex written materials (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation.
• Process a variety of complex documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with EMASI administrative guidelines.
* Translation
• Translate all official EMASI documentation to Vietnamese for the purpose of ensuring all internal documentation is available in 2 languages.
• Attend and translate meetings with the MD for the purpose of ensuring communication is constant and clear with Vietnamese member of the faculty.
• Attend and translate training sessions with Vietnamese members of the faculty.
• Attend and translate parent meetings with the MD for the purpose of ensuring communication is constant and clear.
General
• Monitor a variety of activities on behalf of the MD and the Board of Directors (e.g. procedures, policy statements).
• Oversee work activities within the office for the purpose of organizing assignments, monitor progress, and ensure completion within established guidelines.
• Participate in a variety of meetings, workshops, and/or training for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Respond to calls, concern and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Any other reasonable duties as determined by the MD of his/ her designate after due consultation.
* And other tasks assigned by Line Manager.