Executive Assistant

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Position Summary

The Executive Assistant (EA) is responsible for providing primary executive secretarial assistance to the President, RMIT Vietnam. The EA ensures all administration is undertaken in an efficient and accurate manner. The EA is responsible for providing essential support to the President through diary management, managing correspondence and documentation, drafting letters and standard communications from the President; ensuring that correspondence and presentations are of a high standard; and assisting the President to ensure that actions
arising from correspondence and meetings are completed in a timely and appropriate manner. The EA provides support to the Secretariat as required. The EA contributes to effective team behavior as per RMIT Vietnam values.

Job Descriptions

  • Provide high level, confidential executive support services to the President, including
    • strategic diary management which encompasses all arrangements associated with organising internal and external meetings for the President, and work diary and travel arrangements
    • preparing/drafting and/or responding to correspondence through emails, letters, memos, reports and presentation materials including routine correspondence, speech notes
    • managing all incoming and outgoing correspondence for the President, using the TRIM document management system
    • preparing/organising briefing material relating to the President’s appointments and meetings, including supporting the team in the preparation and production of Board papers.
  • Assist the Senior Manager, Planning and Operations in managing the operations of the Office of the President, including collaborating with the Administrative Assistant for the Office of the President, invoicing and reimbursements, correspondence, meetings, managing the corporate seal, keep records of all sealed documents, and other administrative task as required.
  • Assist the Senior Manager, Planning and Operations in preparing documents for events such as Management Forum, Town Halls, and President’s Executive planning retreats, including speech notes and briefing papers.
  • Coordinate travel, itineraries, etc., for visitors as required, including arrangement of itinerary and logistics for Board meetings.
  • Negotiate and liaise with key internal and external stakeholders (Senior Executives, Government etc) appropriately to deliver support to the President’s Office.
  • Manage and track correspondence for the Office of the President ensuring that actions arising from correspondence and meetings to complete in a timely and appropriate manner; use judgement to determine level of urgency and the appropriate person to action incoming correspondence, ensure the President or other relevant senior staff are made aware of matters that require their action.
  • Follow up as required.
  • Collaborate with the team of Executive Assistants to the President’s Executive, including providing mentoring and advice when requested. Provide back up support for the Executive Assistant to the Vice President – Academic when necessary.
  • Provide regular reports for the use of the corporate seal, visitors, MOU/MOA register, and other information as required
  • Work as part of the Office the President team providing guidance, support and assistance to ensure the President and Senior Manager, Planning and Operations are well supported in their day-to-day roles.

Job Requirements

Key Selection Criteria

  • Demonstrated experience and good judgement in determining appropriate action pathways for incoming communication and correspondence.
  • Demonstrated high level communication skills, written and spoken, both English and Vietnamese.
  • Well-developed interpersonal skills, including negotiation, liaison, and cross cultural communication.
  • Demonstrated ability to work with extremely confidential information.
  • Demonstrated superior knowledge and experience in using computer software such as Microsoft Word, Excel, Power Point and Access.
  • Demonstrated ability to analyse, interpret or evaluate information.
  • Ability to display appropriate behaviours in line with the position, as per the RMIT Behavioural Capability
  • Framework (Connectedness, Commitment to Excellence – Improve and Simplify; Imagination and Innovation; Impact; Inclusion; Agility).

Qualifications and Checks

  • Mandatory: Tertiary qualifications in relevant fields
  • Preferred: Relevant post graduate qualifications

English Proficiency

  • English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS (General) with a score of at least 5.5 (or equivalent, as outlined in the Recruitment, Selection and Onboarding Guidelines).
  • For any role, English Language Proficiency may also be proven by showing successful completion of secondary education to a level qualifying to enter university study while being instructed through the medium of English, as per the RMIT University recognised qualification list.


RMIT Vietnam offers you an opportunity to work in a multi-lingual, multi-cultural environment with talented, creative and committed colleagues. You will be rewarded with an attractive salary package and a range of benefits and services comprising of:

  • Monthly base salary starting from 20,800,000 VND gross per month
  • Monthly meal allowance 680,000 VND, and clothing allowance 416,000 VND
  • 13th month Tet bonus
  • Private medical insurance
  • 20 days annual leave per annum

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