ĐẠI HỌC RMIT VIỆT NAM ★ 3.7

POSITION SUMMARY

Under supervision of the School Manager and Deputy Deans, the Executive Assistant is responsible for providing essential support through calendar management, managing correspondence and documentation, drafting letters and standard communications; ensuring that correspondence and presentations are of a high standard; and assisting the Deputy Deans to ensure that actions arising from correspondence and meetings are completed in a timely and appropriate manner.

The incumbent will contribute to other tasks that also include local/national/international video conference and meeting coordination, committee servicing and minute taking, event organisation, travel bookings as well as responding to email and phone enquiries for the Deputy Deans. It also requires interactions with external agencies, corporations, government officials and staff in other education institutions, as well as broadly across the university globally.

Key Accountabilities

Provide professional support services, including:
a) calendar management which encompasses all arrangements associated with organising internal and external meetings for the Deputy Deans and work diary and travel arrangements domestically and internationally;

b) preparing/drafting and/or responding to correspondence through emails, letters, memos, reports and presentation materials including routine correspondence, speech notes;

c) managing all incoming and outgoing correspondence, using the TRIM or other management systems, and;

d) preparing/organising briefing material relating to the Deputy Deans’ appointments and meetings, including supporting the preparation and production of meeting papers.

Assist the Managers in the School in managing the operations of the Office of SCD, including collaborating with the Managers at both campuses (SGS and Hanoi) and professional staff for correspondence, meetings, and other administrative tasks as required in relations to roles of the Deputy Deans.
Assist in preparing for events involving the Deputy Deans such as meetings, town halls, other School-focused events within the Deputy Deans’ portfolios, including catering, speech notes, presentation slides and briefing papers.
Coordinate travel, itineraries, etc., for senior executive visitors as required, including arrangement of itinerary and logistics.
Liaise with key internal and external stakeholders (staff, senior executives in Vietnam and Melbourne, etc.) appropriately to deliver support to the Deputy Deans.
Manage and track correspondence and documentation for the Deputy Deans and Office of SCD ensuring that actions arising from correspondence and meetings to be completed in a timely and appropriate manner; use judgement to determine level of urgency, ensure the Deputy Deans or other relevant senior staff are made aware of matters that require their action. Follow up as required.
Collaborate with other Executive Assistants and professional staff in the School, including providing mentoring and advice when requested. Provide back up support for the other areas in the Office of SCD when necessary.
Undertake other duties as directed and required.