MÔ TẢ CÔNG VIỆC
EXECUTIVE SUPPORT
Assists the President/CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
Communicates with the general staff on the President/CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the SLT, The Management Team (TMG), and members of VIETLISH staff. (See Management Support.)
Communicates directly and on behalf of the President/CEO with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed. (See Board Support.)
Conducts research on prospective corporate and foundation donors to identify and evaluate current needs and assembles materials needed for the proposals.
Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with donors and prospects.
Supports President/CEO in his/her external commitments related to VIETLISH, including service on external boards, committees and other groups.
Processes VIETLISH’s memberships with other organizations.
HC SUPPORT
Administratively supports the HR director (recruiting support, documents formatting, surveys set up and other administrative tasks), drafts emails and other VIETLISH correspondence as directed.
BOARD SUPPORT AND LIAISON
Serves as the President’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating semi-annual Board meetings and dinners; semi-annual Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Research potential Board members for the Nomination Committee.
Coordinates Executive, Finance, Governance & Nominating, and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off-site to support the President’s agenda.
Maintains Board portal (Directors Desk).
MANAGEMENT LIAISON
Participates as an adjunct member of the SLT including assisting in scheduling, attending meetings. Represents the President in designated meetings as required.
Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
CHIEF CULTURE OFFICER ASSISTANT: Dedicating a corner officer to what might seem like a superfluous position isn’t everyone’s first choice, but understanding a CCO’s role is key to unlocking potential. When you hear “organizational culture,” it’s not just ping-pong in the break room; instead, it’s a method by which organizations can ensure that all departments align with the overall mission of the company. Here are just a few of the things for which a CCO Assistant is responsible.
Defines organizational goals and align departments effectively.
Acts as a liaison between employees and other C-level executives.
Sets the tone for communication.
Establishes an emotional connection for employees, execs, and the organization as a whole.
Plans and carries out events for employees.
Take care to avoid mixing up a CCO’s responsibilities with those of a traditional HR rep. While a CCO might execute an employee retreat, it’s not the CCO’s responsibility to arrange for benefits, like vacation days, for employees. Instead, the CCO oversees whatever it takes to prove than an organization is a great place to work, thanks to communication, vision, teamwork, and yes, even some perks.
Whether it’s a push for better communication, a dedication to customer service, or seamless interdepartmental workflow, a CCO Assistant is responsible for teaching and training employees what they are, what they sell, but most importantly: Why they sell
Create a connection between pride, loyalty, and efficiency
The responsibility for setting the tone and ensuring employee pride should be equally shared among management positions. Proving that ideas are welcome, communication is key, and the organization cares deeply about employees should be a daily task, not a passing thought. Instead of waiting until a CCO Assistant is possible, starting today means you won’t be left in the wake of organizations who recognize the importance of an aligned, satisfied, and loyal workforce
ACADEMIC AFFAIRS SUPPORT:
Support the Associate Director of Academic Affairs (ADAA), Academic Programmes Manager.
Provide administrative support to develop and maintain all academic programs.
Ensure accurate data entry into multiple IT systems and maintain academic databases.
Identify ways to streamline academic administrative processes.
Plan and prepare the academic component of orientation including presentations on individual Vietlish Co-spaces programs and registration policies. Be ready to assist in other matters relating to orientation as asked or required.
Assist the ADAA in planning and preparing for the Arcadia-taught programmes.
Maintain the Vietlish Co-spaces academic calendar.
Provide logistical support for faculty and guest speakers including event bookings.
Act as contact for faculty members to ensure effective communication between faculty members and Vietlish Co-spaces.
Provide support and encouragement to students and to assess progress or potential problems and advise the ADAA of the same.
Ensure academic record keeping is in compliance with best practices with regards to transcripts, course registration, etc.
Advise students on academic policies and procedures and assist them with problems.
MARKETING SUPPORT:
Works under the direction of CEO, marketing director or manager to help reach the company's marketing goals and objectives
Research market trends, demographics, pricing strategies, and other relevant information that helps managers and directors develop marketing plans
Analyses surveys, polls, and other market research to look for patterns and trends
Creates graphs, reports, and detailed data analysis using computer software
Delivers reports on research findings through written documents and verbal presentations
Assists in creating promotional materials, including brochures, blogs, marketing copy, etc.
Provides fact-checking, copy-editing, and formatting assistance during the creation of mailers, coupons, website content, and other promotional materials
Helps maintain social media accounts for brands, products, or services
Enters marketing data into spreadsheets and helps to create data and financial reports for marketing managers and directors
Helps maintain excellent client relationships through superior customer service skills
Places call to or visit clients as needed to provide marketing materials, deliver sales pitches, or answer client questions
Organises and plans the production of all major marketing materials by working closely with printers, sponsors, and other involved parties
Helps to plan promotional events hosted by the company's marketing department
Keeps client information confidential
SALES AND BUSINESS DEVELOPMENT SUPPORT RESPONSIBILITIES:
Continually meeting or exceeding sales quotas.
Supervising and guiding the sales team as well as providing incentives to motivate staff to achieve sales targets.
Monitoring the performance of the sales team.
Ensuring that the store is clean and well-maintained at all times.
Building and maintaining good working relationships with customers.
Identifying opportunities and strategies to increase sales.
Regularly attending sales meetings and training sessions.
Ensuring that the store is adequately stocked with company products.
Performing all duties of the CEO or Sales Manager in cases of absence or emergency.
Manage the communication of the organization with clients via means like emails, telephones, and websites
Respond to inquiries made by clients about company products and services in a timely and friendly manner
Act as a link between the organization and the clients to ensure clients take more interest in products and services rendered by the business organization
Undertake and monitor researches to provide highly needed support for the business development team
Identify and communicate with new business leads for the organization
Conduct research and also make delivery on any intelligence that will have a strong impact on proposition development for any new investment project of the organization
Develop good knowledge regarding priority sectors, like market routes and trends; this enables the organization to improve on its effectiveness in service delivery
Provide required support for the organization’s business development team, especially in activities relating to account management
Perform various tasks, like recording minutes during meetings
Develop operational contacts, which will provide needed support for the tasks undertaken by the organization’s business development team
Contribute to the management of the organization’s systems to ensure things are done accurately
Assist the sales agents of the organization to complete clients visit reports and system development
Manage reports and management information to ensure the company meets up with requirements made known by clients
Support the business development manager in sales support when required by him/her
Work under the direction of the business development manager
Assist the manager to make inquiries on small projects and to handle them from start to finish
Cooperate in a positive manner to the growth of the organization by providing required assistance to relevant staff and the organization’s partners
CUSTOMER SERVICE SUPPORT:
Support customer service managers in day-to-day functions and also act like on in their absence
Manage appointments and meetings for customer service managers and even attend them
Handle all the internal and external communications of the customer service department
Coordinate with the human resources department and assist in hiring staff for their department
Conduct training programs for the support team
Have to handle all the employees in their department, including assigning of duties, leaves and shifts
Collect daily reports from the support team and provide feedback
The assistants have to make all the reports on behalf of the manager
Provides suggestions to the manager on improving customer service
Have to address the employees' grievances
FINANCE SUPPORT:
Assisting the finance director in managing, processing and troubleshooting various accounts and transactions.
Process and prepare financial and business forms for the purpose of checking account balances, facilitating purchases, etc.
Perform routine calculations to produce analyses and reports as requested by the finance director
Help oversee and manage individual accounts
Create, send, and follow up on invoices
Review and adhere to department budgets
Collect and enter data for various financial spreadsheets
Review and audit financial statements and reports, ensure all calculations and data entries are correct
Reconcile any discrepancies or errors identified by conversing with employees and/or clients
Report any troubling discoveries or suspicion of wrongdoing to the proper authorities
Collect information for and prepare payroll payments for employees
Assist the financial director in creating financial reports on a regular basis
Adhere to the company's or organisation's financial policies and procedures
Answers question and provide assistance to stakeholders, customers, and clients as needed
Attend finance department and company-wide meetings, sometimes assisting with financial reporting to managers and senior executives
Suggest changes or improvements increase accuracy, efficiency, and cost reductions.
SECONDARY RESPONSIBILITIES:
Performs other duties as assigned.
Oversees the training and support of VIETLISH’s Program Assistants.
Provide assistance as needed to front desk operations to include but is not limited to, answering phones, accepting the package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.
ACCOUNTABILITIES
The position reports to the President/CEO and works directly with the Board of Directors.
Works directly with the Board Executive and Finance Committees.
Works directly with senior-level staff and HR both internally and externally.
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YÊU CẦU CÔNG VIỆC
Bachelor’s degree or equivalent experience with social sciences background and an interest in national and global issues.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Five to ten years providing support for upper-level management in a related organization (i.e., population, social sciences, public health).
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Previous experience working with development and fundraising programs to increase donor contributions and funding sources.
Proficiency in Windows, including MS Word, EXCEL and PowerPoint; fund-raising data management systems knowledge helpful.
Ability to learn new software such as Doodle polls and Director’s Desk board portal.
Ability to conduct research and present data in a succinct and well-written manner.
Ability to work independently and with professional discretion.
Excellent writing, editing, grammatical, organizational, and research skills.
Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of the president/CEO and staff, and others.
Knowledge of other languages and international customs is an asset; knowledge of English and Chinese is helpful.
Excellent management, time-management, and problem-solving skills.
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