Executive Assistant (AIP Foundation)

Background:

Who We Are:

• 50 passionate humans making the world a better place
• An inclusive and women-led non-profit
• A blend of local and international employees implementing programs in Vietnam, Cambodia, and Thailand.

Job Description:

• Duty station: Hanoi, Vietnam
• Status: Full-time; Permanent
• Application due: 31 January 2024 (applications will be reviewed on a rolling basis; early submission is highly encouraged)
• Starting date: As soon as possible

Position Profile:

Key Responsibilities: 

• Assist the President by managing engagement with high-level external partners, Presidents of member organizations, and AIP Foundation’s Board members.
• Schedule internal and external meeting requests, draft and document meeting minutes, and maintain an electronic filing system for the President’s Office.
• Draft and refine correspondence, talking points, blogs, articles, and other communications for the President.
• Manage the President’s calendar and domestic and international travel, arrange complex and detailed travel plans, itineraries, and agendas. Compile documents for travel-related meetings; and manage the President’s expense reporting.
• Prepare responses to emails and correspondence. Answer or direct to appropriate team members when the President is traveling.
• Work closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Research, prioritize and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Escalate issues and critical deadlines at the right time to the President to ensure the smooth running of the President’s Office.
• Provide a bridge for smooth communication between the President's office and internal departments.
• Provide efficient and accurate administration and secretarial support.
• Manage special projects and perform other duties as assigned by the President.

Qualifications and Requirements: 

• Bachelor’s degree required, preferred in sale and marketing fields
• At least 5 years of experience in similar position at an International company/organization
• Good organizing skills and interpersonal skills; and the ability to work effectively in a team
• Work well under pressure
• Careful and detail oriented
• Flexible, patient & adaptable
• Deal promptly with correspondence
• Dynamic and professional
• Strong written and spoken English; and good at English-Vietnamese translation
• Good English and Vietnamese communication skills
• High degree of multi-tasking and time management capability
• Advanced computer skills, especially MS Office applications
• Honest and trustworthy

How to Apply:

Applications are due 31 January 2024. However, please note that applications will be reviewed on a rolling basis and interviews may be conducted before the closing date.

Applications will be carefully vetted – including working history and background checks. Incomplete applications will not be considered.

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