International School Ho Chi Minh City 3.2 ★

Position Objective
Provide administrative support to ensure the efficient operation of the main office.

Responsibility
Administrative Assistant and Receptionist will report directly to the Head of School on daily basis, including:
Greet and assist local visitors and vendors
Answering and directing phone calls including daily attendance
Provide official letters from the school as requested
Assist expat teachers and staff in liaising with supporting staff (cleaners, securities and maintenance)
Schedule appointments/ meeting between parents and staff & the School
Receive & distribute incoming mail
Provide daily administrative assistance to expat teachers and staff (orders; repair & maintenance; working with local suppliers; copying; printing; mailing and taking notes, etc.)
Support with organizing school events (vendor arrangements, logistics, etc.)
Support Staff / Student communications with managing the Staff / Student Bulletins
Support bus transportation arrangements for students
Order and stock the supplies room for the school including stationary packs
Assist school leadership with travel arrangements
Support the Main Office with general inquiries: attendance, student’s inquiries, request for grade reports, statement of attendance, lost & found etc.
Support the Main Office with other administrative tasks (working with suppliers, ordering trophies, food, flowers, furniture, maintenance, payment, etc.)
Support new teacher arrival and arrangements
Explain/brief the Head with special documents and documents which are written in Vietnamese
Interpret for non-English speaking visitors
Translate letters and memos in and out as needed
Assist Head/ Deputy Head in recruitment and advertising (Overseas) Upload and manage vacancies on the recruitment websites; Perform logistics for events at school level
Make arrangements for Orientation Programs for new teachers, for whole faculty, new students and parents
Make arrangements for whole school meetings
Make arrangements for whole school PD days at the School
Make arrangements for CIS/ ECIS/ NEASC/ Visits
Support and organize events hosted by Head
Oversee transportation and welcome schedules for school guests
Arrange facilities, catering, services to ensure events go smoothly
Collect documentations for various programs as requested
Convey information from the Head/ Deputy Head to outside agencies and vice versa
Assist the Head and Deputy Head in emergency response situations
Maintain emergency contact information
Contact external organizations/ companies when requested
Be able to use the emergency response system and auxiliary equipment (need to maintain training with the emergency system)
Other duties as assigned

The job holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Child Protection Officer/Designated Safeguarding Lead or to the Head of indeed to the Regional CEP so that a referral can be made accordingly to the relevant third part services.