Executive Assistant

Role Overview

The Executive Assistant (EA) provides high-quality administrative, logistical, and communication support to the Executive Director to ensure the effective and efficient functioning of ActionAid Vietnam. This role actively contributes to the coordination of the Executive Director (ED)’s daily agenda, internal and external communications, and organizational operations.

The Executive Assistant serves as a key liaison between the Executive Director, internal teams, partners, and external stakeholders to facilitate smooth information flow and timely decision-making.

Key Accountabilities

[I] Desk support to Executive Director

Provides direct and proactive support to the Executive Director (ED) to ensure efficient office operations, effective communication, and timely follow-up of strategic priorities.

• Act as the primary communication channel between the Executive Director, internal teams, and external stakeholder, ensuring timely, accurate, and professional flow of information and decisions.

• Review, prioritize, and track all correspondence, reports, and requests addressed to the ED; assess urgency and importance, prepare drafts or responses as assigned, and ensure appropriate action or delegation.

• Manage the ED’s daily agenda and commitments, including appointments, meetings, teleconferences, travel arrangements, visas, and logistics.

• Prepare and proofread correspondence, minutes, notes, reports and other related document on behalf of the ED, ensuring clarity, accuracy, and compliance with organizational standards.

• Draft and circulate minutes, summaries, and briefs for meetings convened by the ED, and prepare debriefing notes following participation in external events or missions.

• Maintain an up-to-date and well-organized information management and filing system (digital and physical) for the EDO to ensure confidentiality, accessibility, and proper recordkeeping.

• Coordinate the preparation and submission of management reports, updates, and other documentation required for decision-making by the ED and Strategic Executive Team (SET).

• Receive and attend to visitors, calls, and inquiries to the Executive Director’s Office with professionalism and courtesy.

• Contribute to annual planning and budgeting for the EDO and manage the office’s operational expenditures within the approved budget.

[II] Governance work support

Provides coordination and administrative support to ensure effective governance operations of ActionAid Vietnam and the Aid for Social Protection Foundation Vietnam (AFV), contributing to transparent, accountable, and compliant management in line with statutory and organizational requirements.

• Support and coordinate all tasks related to the governance functions of ActionAid Vietnam, ensuring smooth communication and documentation between the Executive Director, AFV Board, and ActionAid International.

• Prepare, circulate, and maintain official records, minutes, and resolutions of governance meetings, including those of the AFV Board and any relevant committees.

• Assist in organizing Board meetings and governance events—including logistics, meeting packs, agendas, follow-up actions, and timely dissemination of documents.

• Provide administrative and logistical support to AFV Board Members, including travel coordination, information sharing, and timely provision of background materials.

• Track and follow up on governance decisions and action points to ensure timely implementation and reporting to relevant stakeholders.

• Maintain confidentiality and accuracy in all governance-related correspondence and documentation.

• Support the nationalization process and organizational transition of ActionAid Vietnam, ensuring smooth coordination, documentation, and communication between the Executive Director, AFV Board, and ActionAid International Secretariat.

• Assist in compiling reports, memos, and correspondence required by government authorities or ActionAid International in relation to the governance and transition process.

[III] Other duties

• Provide support in special projects.

• Perform other tasks assigned the Line Manager.

Education & certifications

• Bachelor’s degree in administration, social development, communication, or relevant fields.

Experience

• Minimum of five years’ experience in administrative management including secretarial support.

Essential knowledge and skills

• Excellent interpersonal, facilitation, communication, negotiation skills.

• Excellent English and Vietnamese language skills including the ability to compose, edit, analyse and report on complex information and matter.

• Ability to maintain confidence, take initiative, liaising and problem solving

• Prepare annual departmental budget

• Excellent in MS Office computer skills

• Sound understanding and perspective of the development context globally and locally