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Anticipate the needs of and provide high level general administrative support to the Management Board and the Office of the President.
Manage schedules and workloads for the Management Board.
Ensure the Management Board isadequately prepared for meetings ahead of schedule:includes debriefing, providing supporting materials, directions to external meetings, etc.
Handle communications with important HSU constituents, conduct ad-hoc research, edit and submit memos on behalf of the Management Board.
Monitor and participate in handling multiple projects simultaneously; Organize, track, disseminate information and urge departments and academic units to comply with the direction of the Management Board.
Coordinate Management Team meetings: schedule meetings, prepare agenda ahead of time, gather presentation materials, and prepare flipcharts, laptop, seating arrangements, etc.
Take good quality minutes/notes for all high level meetings relating to Management Board and distribute within a week to all involved (including staff who could not attend).
Organize and maintain filesfor the Management Board and the Office of the President.
Arrange travel for the Management Board including flights, hotels, etc.
Coordinate Board conference room schedule and prepare for meetings in that room.
Other general administrative tasks may include answering phones, document management and filing, photocopying, document/contract translation, coordinating conference calls, transcribing notes and typing correspondences.
Perform other duties as requested by the Management Board.
Associate’s Degree with 2 or more years of administrative experience supporting senior management required; Bachelor’s Degree is preferred.
Must have previous experience as a Secretary/Administrative Assistant supporting high level positions in the education/NGO/service sectors. Experience in an international/cross-cultural environment is preferred.
Basic understanding of budgets and finances is required. Previous experience managing a budget is desired.
Must be highly organized and have good time management skills.
Strong customer service orientation is required. Should have good phone etiquette and maintain professionalism under stress.
Must have strong communications skills, both oral and written, in Vietnamese;
Must have advancedEnglish skills: listening, speaking, reading and writing.
Good work ethic and sense of responsibility.
Able to handle confidential and sensitive information with discretion.
Must possess an enthusiastic demeanor, flexible and adaptable attitude, a desire to be cross-trained in other aspects of the organization and a personality that enjoys working with others.
Proficient in use of Microsoft Office products, Email software and good Internet search skills.
* * To Apply:
Please email applications to email with subject “Board Secretary” and include a cover letter describing the candidate's interests and qualifications for this position, a current CV (no more than 3 pages), and 3 professional references including one direct supervisor (names, titles, email addresses, and telephone numbers). Please, only serious candidates with matching minimum qualifications need apply. Incomplete applications will not be considered.
This position is subject to a comprehensive background screen, with employment contingent upon satisfactory results.
* * Benefit:
HSU offers a competitive compensation package commensurate with your qualifications, experience, and contingent upon the University budget. Benefits offered include medical and dental insurance, comprehensive leave days, training opportunities, faculty and staff can also enjoy HSU’s libraries, various workshops, conferences and events.