Executive Assistant to Dean of School of Communication & Design

Royal Melbourne Institute of Technology
February 14, 2024
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Negotigation
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8-Month Contract with Potential for Renewal

RMIT is a multi-sector university of technology, design and enterprise with more than 96,000 students and close to 10,000 staff globally. The University's mission is to help shape the world through research, innovation and engagement, and to create transformative experiences for students to prepare them for life and work.

https: // www. rmit.edu.au/about

https: // www. universitiesaustralia.edu.au/university/rmit-university/

Our three main campuses in Melbourne are located in the heart of the City, Brunswick and Bundoora. Other locations include Point Cook, Hamilton and Bendigo, two campuses in Vietnam (Hanoi and Ho Chi Minh City) and a centre in Barcelona, Spain. RMIT is a truly global university.

https: // www. rmit.edu.au/about/our-locations-and-facilities

We are also committed to redefining our relationship in working with, and supporting, Indigenous self-determination. Our goal is to achieve lasting transformation by maturing our values, culture, policy and structures in a way that embeds reconciliation in everything we do. We are changing our ways of knowing, working and being to support sustainable reconciliation and activate a relationship between Indigenous and non-Indigenous staff, students and community. Our three campuses in Melbourne (City, Brunswick and Bundoora campuses) are located on the unceded lands of the people of the Woi Wurrung and Boon Wurrung language groups of the eastern Kulin Nation.


Our people make everything at the University possible. We encourage new approaches to work and learning, stimulating change to drive positive impact. Find out more about working at RMIT University, what we stand for and why we are an Employer of Choice.

https: // www. rmit.edu.au/careers

We want to attract those who will make a difference. View RMIT's impressive standings in university rankings.

https: // www. rmit.edu.au/about/facts-figures/reputation-and-rankings


RMIT International University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community.

As an internationally recognised Australian university based in Asia, RMIT Vietnam assists in the development of human resources in Vietnam and the region by providing opportunities for students from around the world to belong to an international educational community that supports them to achieve their potential in an increasingly globalised world.

Degrees are awarded by RMIT University in Australia, allowing Vietnamese students to receive an overseas education without having to leave home. RMIT Vietnam is also host to students from Australia and many other countries. All degree programs are recognised by the Vietnamese Ministry of Education and Training (MOET) and are subject to regulation by the Australian Tertiary Education Quality and Standards Agency. RMIT Vietnam is an English-speaking university and all teaching is in English.


The School of Communication & Design (SCD) is committed to providing an international learning environment that encourages cultural awareness, critical thinking, experimentation and - above all - the ability to think differently. Our students develop the competence, confidence and professionalism needed for successful careers in communication, design, fashion, film and video, and languages.


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

The Executive Assistant also provides support to designated members of the College and School Executive leadership teams, as well as the Industry School Advisory Board members upon request. The incumbent will contribute to other tasks that also include local/national/international teleconference and meeting coordination, committee servicing and minute taking, event organisation, travel bookings as well as responding to email and phone enquiries for the Dean of School.

The nature of the position requires regular contact with different sectors within the University and is the first point of contact for people wishing to communicate with the Dean of School. 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) diary management which encompasses all arrangements associated with organising internal and external meetings for the DoS 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 School Manager, School of Communication & Design in managing the operations of the Office of SCD, including collaborating with the Academic Administrative Officers for invoicing and reimbursements, correspondence, meetings, managing corporate seal signings, keep records of all sealed documents, and other administrative tasks as required.
  • Assist in preparing for events involving the DoS such as College and School Executive meetings, Town Halls, Industry Functions, exhibitions and showcases Executive planning sessions and other School-focused events, 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.
  • Support HR administration activities including recruitment and onboarding activities including assisting in organising meetings as part
  • Liaise with key internal and external stakeholders (Senior Executives, Executive Dean, Industry Advisory Board, etc.) appropriately to deliver support to the Office of SCD.
  • Manage and track correspondence and documentation for the DoS 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 DoS or other relevant senior staff are made aware of matters that require their action. Follow up as required.
  • Collaborate with other Executive Assistants to members of the Vietnam Senior Leadership Team and Academic Administrative Executive Officers 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.
  • Key Selection Criteria

  • Tertiary qualifications in relevant fields. Relevant post graduate qualification is desired.
  • Executive support experience in excess of 5 years to CEO/Senior Executive roles is preferred.
  • Experience in providing high-level secretarial and administrative support in a university environment or similar large and complex organisation and covering diary and travel management, correspondence, action management, document development and information management.
  • Demonstrated high level cross-cultural and communication skills, in both written and spoken English and Vietnamese.
  • Well-developed organisational, interpersonal and negotiation skills and, the proven ability to liaise effectively with a wide range of management, staff and external parties on complex, sensitive and confidential issues, including the ability to draft correspondence of a high standard to internal and external stakeholders.
  • Well-developed problem-solving skills, with the ability to take the initiative in identifying and pursuing opportunities to improve existing practices and services.
  • Ability to build and maintain effective and productive relationships with a wide range of groups, both internal and external to the University.
  • Demonstrated superior knowledge and experience in using computer software such as Microsoft Office suite.
  • Ability to prioritise tasks and meet deadlines in a demanding environment.
  • Benefits

    Competitive gross salary starting from 17,325,000VND in meeting all the key selection criteria.


    To apply for this role, please submit your CV and a cover letter addressing your suitability to the key selection criteria for this position by clicking on the ‘Apply' link.

    Please note, we will be running a rolling recruitment process, so please do not wait until the closing date to apply.

    RMIT is an equal opportunity employer committed to being a child safe organisation. We are dedicated to attracting, retaining and developing our people regardless of gender identity, ethnicity, sexual orientation, disability and age. At RMIT, we are committed to supporting adjustments throughout the recruitment and selection process, as well as during employment. We actively support and encourage people with disability to apply to RMIT.

    Applications Close:

    14 thg 2 2024 11.59 pm

    RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community. As an internationally recognised Australian university based in Asia, RMIT Vietnam is assisting in the development of human resources capability in Vietnam and the region.

    https: // www. rmit.edu.vn/about-us

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