Executive Assistant to Deputy Deans

RMIT University Commitment

RMIT is committed to the rights of students and staff to be safe, respected, valued, and treated as an equal in their place of study and work.  All staff are expected to share this commitment and contribute to a safer community. While carrying out their role, staff are in a position of trust with students.  Staff have a duty of care to report wellbeing concerns about students through the designated channels and uphold to the code of conduct. RMIT Vietnam expects all staff members to comply with its Code of Conduct, policies and procedures, which relate to legal and regulatory requirements and our ways of working.

Why RMIT University Vietnam

RMIT Vietnam is committed to excellence, innovation, and social responsibility. We welcome applications from qualified and passionate individuals who share our values and vision. RMIT University has a global reputation and ranks 123rd globally and 10th in Australia in QS World University Rankings 2024. To learn more about our rankings, please check out our latest facts and figures here Reputation and rankings - RMIT University

Rewards and Benefits:

• Competitive VND salary (plus allowances) starting from VND19,233,000 depending on proven track record in meeting all the key selection criteria.

• 13th month Tet bonus + private medical insurance (for you and your dependents) + annual health check.

• Generous annual leave, career leave and public holidays (Christmas and Tet Holidays)

• Professional development and career advancement

• Access to state-of-the-art facilities and resources

• A vibrant and diverse campus life and more!

RMIT Vietnam has been honoured with the respectable HR Asia Award as Top Employer To Work For in Asia. To find out more about RMIT Vietnam and our current vacancies, please visit our website: https://www.rmit.edu.vn/careers

School of Science, Engineering & Technology (SSET)

SSET 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, and film.

The School's close partnerships with industry ensures that our students are equipped with the skills employers are looking for. These include high-level problem-solving skills, effective communication, and the ability to analyse complex situations and engage in critical thinking. For more information see: https://www.rmit.edu.vn/about-us/schools-and-centres/school-of-science-engineering-and-technology .

YOUR ROLE

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 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.

REPORTING LINE

Reports to: School Manager

Indirectly reports to: Deputy Deans of School

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, and other management systems; preparing/organising briefing material relating to the Deputy Deans’ appointments and meetings.

• 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 SSET 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 SSET when necessary.

• Undertake other duties as directed and required.

KEY SELECTION CRITERIA

1. 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.

2. Demonstrated high level cross-cultural and communication skills, in both written and spoken English and Vietnamese.

3. 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.

4. Well-developed problem-solving skills, with the ability to take the initiative in identifying and pursuing opportunities to improve existing practices and services.

5. Ability to build and maintain effective and productive relationships with a wide range of groups, both internal and external to the University.

6. Demonstrated superior knowledge and experience in using computer software such as Microsoft Office suite.

7. Ability to prioritise tasks and meet deadlines in a demanding environment.

QUALITIFCATIONS AND CHECKS

Mandatory

• Tertiary qualifications in relevant fields

• Experience working in multinational companies

• Administrative support experience to Senior Executive roles

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 6.0 or equivalent, as outlined in the RMIT Recruitment, Selection and Onboarding Guidelines.

HOW TO APPLY

Click "Apply" to send through your CV, cover letter and any other supporting documents.

Applications Close:
25 thg 7 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