WVV Executive Assistant To National Director

1. Accountability & Quality Assurance
• Manage and monitor National Director's (ND) diary, phones, emails and correspondence, including responding on ND's behalf as appropriate
• Respond and advise efficiently to all electronic or verbal enquiries for the ND in appropriate manner.
• Perform general clerical duties to include but not limited to: photocopying, mailing and e-signing with office seal
• Ensure a confidential and efficient filing system for the ND and his office, especially for all critical documents and minutes.
• Decides when conference or meetings with department heads is necessary or which staff employee to see regarding office, clerical, technical or related problems.
• Ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the ND's office.
• Setup ND's travel arrangements, logistics, souvenirs, detail agenda and relevant supporting documents.
• Maintain ND's calendar, including leaves approval process.
• Assist ND in managing social activities / responsibilities related to work: funeral, wedding, birthdays, etc. of staff, partners, government officials, etc. and their families.
• Prepare and maintain ND's financial advance and expense reports, including billings and credit card settlement if any.
• Setup and coordinate meetings and conferences of Senior Leadership Team, and related ND's meetings.
• Create, transcribe, and distribute meeting agendas and minutes.
• Sign for all official incoming letters and packages addressed to ND and take follow-up actions timely.
• Organize research, price, and purchase furniture and supplies for National Director's office
• Review all inquiries, documents for ND's signing to meet the acceptable standard and requirements
• Support to ND in relation to its role as Board Chair of Micro Finance Unit / Vision Fund in Vietnam
• Coordinate ad-hoc, project-based work as assigned.
2. Networking & Coordination
• Become liaison of communication amongst SLT, Departments, Units, Zonal, Area Programs and I/NGOs
• Assist ND in communicating with the Micro Finance Program Board.
• Plan and implement hospitality arrangements for the ND, including provision of hospitality for ND's visitors
• Coordinate the smooth flow of information for the ND during the strategy development and planning process including action monitoring to achieve deadlines and milestones
• Coordinate national / town-hall meeting in relation with other SLT
• Coordinate the ND's speech materials for internal and external event, with relevant SLT/ depts.
3. Management & Leadership
• Provide technical assistance to ND to monitor the implementation of follow up and decisions agreed at SLT meeting
• Consolidate quarterly reports from various departments and submit timely
• Build and maintain positive spirit of working in team with other staff in respect