Personal Assistant to The Chief Operation Officer

Personal Assistant to The Chief Operation Officer

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What We Can Offer

Annual Leave, Social Insurance,...

Job Description

Main Responsibilities

• To manage the constantly changing diary effectively and efficiently using own initiative. To organise and schedule meetings/ conferences and the required rooms, equipment and hospitality.
• To ensure all relevant paperwork is available for meetings/ conferences ahead of time and that those meetings are minuted.
• To coordinate business travel and accommodation arrangements as required
• To work closely with the PA to the CEO to provide a communication and information link to the School Board.
• To act as a focal point of contact on behalf of the Chief Operating Officer. To filter all calls and visitors to ensure he is shielded as far as possible from unnecessary interruptions. To judge the relative priority of calls and visitors.
• To respond to telephone, letter and email queries, resolving where possible or redirecting where necessary, ensuring callers and correspondents are given a positive image of the school.
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Job Requirements

Qualifications, Knowledge and Experience

• Proven secretarial and administration experience at a high level with demonstrable experience of managing a complex and constantly changing diary.
• Proven strong organisational skills with the ability to use initiative to plan, prioritise and allocate a heavy workload effectively and respond flexibly to rapidly changing and conflicting priorities.
• Excellent English
• Ability to demonstrate a high standard of accuracy and attention to detail.

• Sound appreciation of, or a willingness to learn about, the company and its management structures.
• Experience of maintaining office and administrative systems and of devising new systems or improvements to existing ones where appropriate.
• Experience of working as a key member of a team, able to take own initiative and work flexibly.
• Proven ability to communicate information effectively and confidently to a wide range of internal and external contacts and at a very senior level.
• Experience of dealing with highly confidential information with tact and sensitivity.
• Excellent IT skills including intermediate/advanced knowledge of MS Office, including Word, Excel and PowerPoint, Outlook and Intranet/Internet systems.
• Document and keep updated the PA to COO job description
• To manage office correspondence and to exercise initiative in responding to day to day mail and administration independently (including print/file emails and sending responses as drafted by the Chief Operating Officer).
• To manage the Chief Operating Officers email account and to develop and maintain systems to ensure important emails reach the Chief Operating Officer while others are filtered.
• To develop and maintain office and administrative systems (including electronic filing system).
• To undertake general admin duties including recording the Chief Operating Officers expenses, monitoring holiday requests from his direct reports, maintaining a contacts database and telephone lists.
• To manage regular away days for the senior management team, including sourcing suitable venues.
• To contribute to ad hoc projects and activities where necessary.

Job Locations

Cao Tốc, Số 6 Đường Song Hành, ĐCT Thành phố Hồ Chí Minh - Long Thành - Dầu Giây, Khu phố 3, Quận 2

The American School of Vietnam is committed to providing an American education of the highest quality to a student body comprised of Vietnamese and international students residing in Ho Chi Minh City, Vietnam.

Our mission is to provide a stimulating, challenging, engaging and nurturing learning environment in which students deepen their knowledge of the world, develop their intellectual and social skills, and express themselves with thought, integrity and creativity.

The goal of The American School of Vietnam is to prepare the students for the academic demands and challenges of North American universities. It is the policy of The American School of Vietnam to employ highly qualified and certified teachers who support the mission and the core values of the school.

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6 Song Hanh Road, Ho Chi Minh City - Long Thanh - Dau Giay Freeway, An Phu Ward, District 2, HCMC - Viet Nam
100-499 staffs
Human Resource Department


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