Executive Secretary to The Head of School

The Executive Secretary to the Head of School assists the Head of School and Deputy Head of School/ Director of Academic Studies in their activities in a confidential and efficient manner.
The Executive Secretary to the Head of School reports directly to the Head of School and Deputy Head of School on daily basis, and perform a full range of duties, including but not limited to:
1.. Maintain shared calendars: appointments, meetings, events, daily activities, etc..
2.. Screen phone calls, enquiries and requests and handle them as appropriate;
3.. Deal with incoming letters, emails, faxes, and post, regular correspondence on behalf of the Head of School/ Deputy Head of School;
4.. Prepare meeting, agenda, minutes, presentation and reports as required. Facilitate whole school meetings/ events/ parties chaired by the Head of School and Deputy Head of School;
5.. Receive, screen and classify documents before submitting them to the Head of School and Deputy Head of School for their approval;
6.. Explain/ brief the Head of School/ Deputy Head of School with special documents and documents which are written in Vietnamese;
7. Maintain and regularly update school files, including confidential personal files of staff;
8. Interpret for non - English speaking visitors;
9. Translate letters and memos in and out as required;
10. Ensure school memberships/ directories are activated;
11. Follow up and register/renew memberships online and do the payment process (CIS, IB, PTC, nEASC, aISH, EARCOS, mRISA, ECIS, tIE, Zoomerang, bELMAS etc);
12. Support Purchasing Department/ Teachers to do payments online for Education Subscriptions. Using the School Credit Card;
13.. Arrange business and non - business activities (Head of School, deputy Head of School, Visitors)
14.. Book airlines, reserve accommodation, arrange transportation, etc.;
15. Collect necessary information and make travel packages for the travelers;
16. Assist Head of School/ Deputy Head of School in Recruitment and Advertising (Overseas)
17. Liaise and maintain the recruitment advertisements online;
18. Register recruitment fairs online (CIS, sEARCH, ISS);
19. Upload and manage vacancies on the recruitment websites;
20. Perform logistics for events at school level;
21. Make arrangements for Orientation Programmes for new teachers, for whole faculty, new students and parents;
22. Make arrangements for Whole School Meetings;
23. Make arrangements for Whole School PD Days at the School;
24. Make arrangements for CIS/ ECIS/ NEASC/ IBO Visits;
25. Support and organize events hosted by Head of School/ Deputy Head of School
26. Oversee transportation and welcome schedules;
27. Arrange facilities, catering, services to ensure events go smoothly;
28. Collect documentations for various programmes as requested;
29. Ensure communication between the Head of School and Deputy Head of School with Departments and Faculties;
30. Liaise with Bodies in the School (PTO, aC, health and Safety Committee, departments);
31. Convey information from the Head of School/ Deputy Head of School to outside agencies and vice versa;
32. Assist the Head of School and Deputy Head of School in emergency response situations;
33. Maintain emergency contact information;
34. Contact external organizations/ companies when requested;
35. Be able to use the emergency response system and auxiliary equipment (need to maintain training with the emergency system)

- 13rd and 14th month salary - Full health care package (healthcare insurance, 24 / 7, accident insurance, emergency response) - 25 paid leave days per year