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.