Executive Assistant of University Council

Job Description

ABOUT VINUNIVERSITY

VinUniversity (VinUni) is the first private, not-for-profit Vietnamese university established based on international standards. The university integrates the models of excellent international universities with the unique cultural and economic characteristics of Vietnam, to make a breakthrough in Vietnamese higher education and to become a world-class university.

The University has built strategic collaborations with Cornell University and the University of Pennsylvania — a choice that speaks to our commitment to excellence, innovation in research and teaching, and to making a difference in the world. VinUni comprises of College of Arts and Sciences; College of Business and Management; College of Engineering and Computer Science; and College of Health Sciences.

VinUni’s founding benefactor - Vingroup is one of the biggest private conglomerates in Asia with the largest market capitalization value in Vietnam. As a multisector corporation, Vingroup focuses on five main areas: Industrials & Technology; Real Estate & Services; Infrastructure; Green Energy; and Social Enterprises.

In September 2024, VinUni became the youngest and fastest university in the world to achieve QS 5 stars, earning 5 stars in 9 categories: global engagement, good governance, program strength, academic development, teaching, employability, facilities, arts, and social impact. In October 2024, VinUni was appointed by UNESCO as the first and only UNESCO University Chair, focusing on Environmental Leadership, Cultural Heritage, and Biodiversity.

On our journey to become one of the world’s top 100 universities, VinUni is building a dynamic ecosystem of innovation and discovery. Through strategic investments in world-class research centers, state-of-the-art facilities, and transformative technologies, the university empowers collaboration across disciplines, strengthens partnerships with industry and society, and nurtures a thriving global network, who spearheads advancements in AI & Machine Learning, Data Science, Environmental Intelligence, Innovation in Health Sciences, Policy Development and Sustainable Societies.

JOB OPPORTUNITY

The Executive Assistant of University Council reports directly to the University Council’s Chief of staff.

The Executive Assistant of the University Council plays a pivotal role in supporting the University Council by providing comprehensive assistance to the President and Provost in their duties. This includes managing schedules, coordinating travels, facilitating communication, overseeing projects, committees management, and ensuring the smooth day-to-day operations of the University Office. Beyond these responsibilities, the Executive Assistant also handles logistical preparations, collaborates closely with other stakeholders - such as faculty, staff, and external partners - and serves as a key liaison to enhance operational efficiency and support the university’s strategic objectives.

POSITION RESPONSIBILITIES

Governance and Compliance Support

- Act as the primary support and advisor on governance matters, ensuring the University Council functions in compliance with legal and regulatory standards.

Council and Committee Support

- Act as a coordinator for all meeting requests by VinUniversity Office (VINO), overseeing the preparation of meeting minutes, ensuring timely follow-up actions are completed and maintaining accurate records of proceedings.

Liaison and Communication

- Represent the Office on specific university-wide efforts, working groups and committees, develop and maintain productive relationships with a range of stakeholders across campus and in the community.

- Facilitate communication between the University Council, administration, faculty, and external stakeholders to promote transparency and informed decision-making.

- Work and maintain relationship with the network of the President and Provost and external stakeholders; support in the public communication section.

Strategic Planning Support

- Contribute to the university‘s strategic planning processes by providing support to align governance practices with institutional goals.

- Design and implement operational initiatives by creating detailed work plans, collecting and synthesizing pertinent data, conducting research, and analyzing findings to formulate actionable recommendations.

Operational Efficiency

- Provide staff support for campus-wide initiatives and high-priority projects, ensuring smooth progress and adherence to timelines

- Oversee the VinUniversity Office (VINO) budget to maximize efficiency, assess effectiveness, and enhance initiatives, ensuring seamless implementation and timely completion.

Other duties as assigned

KEY REQUIREMENTS

EDUCATION AND EXPERIENCE

- Bachelor/Master degree or higher in related field; preferably in higher education from prestigious university

- Passionate in higher education and eager to contribute

- 3+ years of professional experience in higher education or other relevant fields

- Experience working with faculty and faculty-led initiatives is preferred

- Experience with higher education is strongly preferred, but not required

KNOWLEDGE, SKILLS, AND ABILITIES

- Proficient in Microsoft Office, including Word, Excel, PowerPoint and Outlook

- Excellent communication in both Vietnamese and English

- Ability to earn trust in relationships with others by consistently demonstrating integrity (honesty, consistency, and reliability) and professional competence

- Ability to understand data and perform some analytical tasks

- Highly proficient organizational skills, attention to detail, and the ability to manage a variety of tasks simultaneously

- Strong interpersonal skills with the ability to always remain courteous and professional

- Demonstrated ability to review and prioritize work independently and effectively

- Ability to maintain calm and positive attitude and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines

- Ability to handle sensitive and confidential situations/information with absolute discretion

COMPENSATION

The salary and benefits are competitive and commensurate with qualifications and experience.

We thank all applicants for their interest. Please note that only those candidates selected for interviews will be contacted.