Executive Assistant to CEO (cum Secretary Executive Committee)

JOB SUMMARY

The Executive Assistant (EA) to Chief Executive Officer (CEO) provides comprehensive administrative and operational support to the CEO and to the Executive Committee (EXCO). This role is pivotal in managing schedules, organizing meetings, handling minutes, correspondence and other communication, distribution of (official) documents and coordinating across departments and external stakeholders.

Child Protection Statement

Millennia Education is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants, staff, third party providers, volunteers, and visitors to share this commitment. We follow safe recruitment practice and appointments are subject to an interview, satisfactory references, identity check and criminal record check.

At Millennia Education, we are committed to providing a word class, safe, happy environment in which children and young people can thrive and learn. We are committed to safeguarding and promoting the welfare of all our pupils where we embrace all race, abilities, religions, genders, and cultures.

KEY RESPONSIBILITIES

Administrative and Operational Support

• Manage the CEO's daily and EXCO schedule, including appointments, meetings, and travel arrangements.

• Prepare meeting agendas, take minutes, and ensure follow-up actions are completed.

• Handle correspondence, emails, and other forms of communication on behalf of the CEO.

• Draft and edit documents, reports, and presentations as required.

• Accompany CEO and EXCO members as and when required on business travel

• Support company events

Meeting Coordination

• Organize and coordinate internal and external meeting for CEO, ensuring all logistics and documentation are arranged.

• Liaise with internal and external stakeholders to schedule meetings and events.

• Ensure meeting materials are prepared and distributed in advance.

Documentation and Reporting

• Maintain and organize confidential files and records.

• Prepare reports, presentations, and documents for CEO and EXCO review.

• Assist in the preparation of annual reports and other corporate documents.

Communication

• Act as a point of contact between the CEO and the wider EXCO and internal/external stakeholders.

• Screen and direct phone calls, emails, and other communications.

• Facilitate effective communication within the CEO and EXCO and with other departments.

Translation and Interpreter

• Translate documents, reports, and emails between English and Vietnamese, ensuring accurate tone and meaning.

• Provide real-time interpretation during meetings and events, ensuring smooth communication between CEO and stakeholders.

• Facilitate cross-cultural communication by explaining cultural nuances and providing context during meetings.

• Assist with translation and proofreading of formal correspondence in English and Vietnamese, ensuring professional standards.

Purpose of the role:

The purpose of this role is to ensure the efficient operation of the CEO’s activities and EXCO by:

• Provide comprehensive administrative support to ensure the CEO's activities run smoothly.

• Manage the CEO’s schedule, appointments, and travel logistics for efficient time management.

• Facilitate effective communication between the CEO and internal/external stakeholders.

• Ensure confidentiality in handling sensitive documents and information.

• Support the CEO in decision-making by preparing reports, presentations, translation and briefs.

Education

• Bachelor’s Degree in English, Administration Management, or a related field.

• Relevant professional certifications are an advantage.

Experience

• Minimum of 5 years of experience in an administrative or executive assistant role.

• Proven track record of supporting senior executives.

Skills and Competencies:

• Strong organizational and planning skills.

• Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint, in particular).

• Excellent time management skills and ability to multi-task and prioritize work.

• Attention to detail and problem-solving skills.

• Excellent written and verbal communication skills.

Personality / Attitude

• Positive Attitude: Demonstrates a positive and proactive approach to work, inspiring and motivating others within the team.

• Integrity: Maintains the highest standards of honesty and integrity in all interactions, building trust and respect with colleagues, students, and stakeholders.

• Collaboration: Works effectively with others, fostering a spirit of teamwork and cooperation across the organization.