Executive Assistant to Deputy Deans (SGS campus)

Royal Melbourne Institute of Technology
December 16, 2022
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Offerd Salary:Negotiation
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Contract Type:Other
Working Time:Negotigation
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Overview:

RMIT Vietnam, an entity of RMIT University, has campuses in Ho Chi Minh City and Hanoi since 2001. We provide internationally recognised, high-quality, education and professional training for students, clients and the community, and assist in the development of human resources capability in Vietnam and the region by hosting students from Australia and many other countries.

SCHOOL OF BUSINESS AND MANAGEMENT

RMIT Vietnam's School of Business and Management has established a reputation for excellence in business and management education, providing high quality, industry responsive programs relevant to the national and global marketplace.

THE ROLE

Under supervision of the School Manager (SGS) and Deputy Deans of Learning & Teaching and Research & Innovation, 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.

KEY ACCOUNTABILITIES

  • Provide professional support services, including:

  • 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;

  • 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, using the TRIM or other management systems, and;

  • 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 School of Business and Management in managing the operations of the Office of SBM, 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 SBM 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 SBM when necessary.

  • Undertake other duties as directed and required

  • KEY SELECTION CRITERIA

  • Experience in providing professional support services 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.

  • 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 (Linguaskill 150).

    BENEFITS

  • Highly competitive plus Meal and Clothing allowance

  • Private premium medical insurance for employee and immediate dependents

  • 13th month bonus

  • 20 days annual leave, 5 days paid leave Xmas closure, plus public holidays and paid sick leave.

  • Flexible working opportunities

  • Personal and professional development opportunities

  • Onsite gym and range of exercise classes, activities and program

  • Applications Close:

    27 thg 11 2022 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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