Personal Assistant to Secondary Headteacher

I/ Key responsibilities

1. Calendar, Diary & Appointments

- Manage Head Teacher’s calendar, coordinate appointments, resolve scheduling conflicts.

- Construct and publish annual school calendars with Deputy Heads.

- Maintain Secondary Campus Outlook calendar and ensure event coordination with Primary Campus and Facilities.

2. Parent Communication

- Draft, format, send, and archive correspondence from the Head Teacher.

- Conduct visitor tours and support Admissions during holidays.

3. Publications & Reports

- Compile and distribute weekly school updates.

- Maintain handbooks and reports (e.g., Staff, Parent, Evacuation, Campus Plan, Policy Site)

- Track and meet deadlines for publications like Spectrum and Yearbook.

- Manage Staff Directory updates.

4. Recruitment

- Coordinate recruitment and contract renewal processes.

- Schedule internal and external interviews.

- Manage applicant records and liaise on logistics for overseas interviews.

5. Requisitions & Classroom Resources

- Oversee annual requisition process.

- Consolidate requests, liaise with purchasing, and maintain financial records.

- Track orders and departmental spending.

6. Personal Assistance to Head Teacher

- Support with tasks requiring Vietnamese language/cultural knowledge (e.g., landlord, licenses, travel).

- Organize travel for Head Teacher and family.

7. Office Management

- Supervise and coordinate Secondary Campus Office Staff tasks and conduct.

- Ensure compliance with safety procedures and HR regulations.

8. Manage records and payments for supply and music teachers.

II/ Working hour: from Monday to Friday, from 7:30 am to 4:30 pm

III/ Benefit schedule:

- Salary : negotiation, 2 months of probation will be fully paid

- SI, HI, UI as regulation (10,5% on gross salary); medical insurance from Generali

- Lunch Allowance 48,000đ/day; teambuilding, year end party, annual salary review and 13th-month bonus

- At least 20 days of annual leave during school holidays (in general 2 days in October, 5 days in December, 2 days in April, 12-15 days in July) + 3 personal leave

Person Specification

● Be approachable, warm, resilient and good humoured;

● Have excellent communication skills, both verbal and written;

● Have excellent organisational skills, being able to prioritise and manage a varied workload;

● Be proactive and seek guidance where necessary;

● Be numerate and accurate;

● Possess strong IT Skills;

● Excellent English Speaking skills