As the Personal Assistant To Head of School, the jobholder is responsible for providing administrative and coordinating supports to Head of School (HoS), maintaining and arranging the schedules for HoS. The goal is to support and coordinate with other departments at UTS as well as external organizations to enable HoS successfully fulfill his/her duties, meeting her goals and targets. The jobholder should also ensure excellent communication skill and composure as they are representing HoS Office in internal and external events.

A. YOUR RESPONSIBILITIES

1. EXECUTIVE ADMINISTRATION SUPPORT

• Manage and coordinate HoS calendar; organize, plan and schedule meetings
• Organize travel, bookings, and itineraries
• Organize HoS personal documents, official administrative process, and payments
• Attend meetings and draft meeting minutes
• Keep track of HoS to-do list
• Liaising with other stakeholders; staff; suppliers; cross-functional colleagues
• Other tasks as assigned by HoS

2. PROJECT COORDINATION

• Organize and coordinate HoS related events and projects including but not limited to CIS accreditation roadmap, Growing Talent Scholarship, House System, UTS Core Values…
• Research, propose, and work with the HoS for continuous improvement initiatives at the school, including but not limited to cultural initiatives, CSR projects, parent engagements…
• Be the ambassador for UTS’s Social Responsibility program to bring inspirational impact to UTS community and society at large
• Support the HoS, University/College Counselor and other fuctions in developing Studying Abroad & College Readiness center at UTS
• Research and coordinate in curriculum, international programs, potential partnership
• Other projects/tasks related to the School Council Office assigned

3. TRANSLATION AND INTERPRETATION

• Translate letters written by HoS from English to Vietnamese
• Translate parent’s email from Vietnamese to English
• Act as interpreter in support of HoS during Admissions events or HoS speech
• Translate from Vietnamese to English for HoS during meetings/other events

4. COMMUNICATION & PARENT ENGAGEMENT

• Networking with parents during admissions events
• Speaking with parents on behalf of HoS
• Communicate with the teachers, students, and staff on behalf of HoS
• Writing thank you emails, invitations, etc
• Coordinate and support HoS to organize School-Parent Council Conferences series, Morning Café Talk, events for UTS parent community, Parent Survey & Feedback…

B. JOB REQUIREMENTS

1. Education

• At least Bachelor’s Degree in English, Business Administration, Project Management or equivalent 

2. Experience

• 1-2 years experience in administrative or secretarial work preferably with multinational companies
• Have experience in performing interpretation ENG-VIE-ENG both in written and spoken forms

3. Knowledge and Skills

• Excellent interpersonal skills, public speaking, and communication skills.
• High EQ and good networking skills
• Proficient in MS Office applications including Word, Excel, PowerPoint
• Professional business English (listening, written and spoken)
• Excellent customer service skills with a professional and proactive approach
• Strong organization skills, with the ability to set priorities and meet deadline
• High level of accuracy and confidentiality in all correspondence and administration standards
• Having experience in international education is a plus

C. COMPENSATION & BENEFITS

•  Competitive salary based on candidates‘ experience and competencies.
• Full participation in Social Insurance (SI), Health Insurance (HI), and Unemployment Insurance (UI) as regulated by labor law
• Additional healthcare insurance.
• Annual salary review and performance-based bonuses following the school‘s policies.
• Annual leave, holidays, and special leave benefits aligned with the academic calendar (applicable to teaching positions).
• Support nutritious lunches at school, transportation allowance, and phone allowance for work-related purposes.
• Annual health check-ups and wellness programs.
• Engagement in team-building activities, internal events, and corporate social responsibility programs.
• Tuition fee support for employees‘ children at UTS.
• Exclusive benefits from subsidiaries of Van Lang Education Group.

SAFEGUARDING AND STUDENT SAFETY

UTS is committed to maintaining high safeguarding standards and ensuring the welfare of all students in our care and staff who work in the school. All appointments are subject to satisfactory references, identity checks, qualification verifications, and clear Enhanced DBS/National Police Background Certificate(s). When applying, provide 3 professional referees, including your most recent line manager, along with their position, name of institution and full contact details with domain email address.

EQUAL OPPORTUNITIES

UTS is an equal opportunities employer that values individuality, diversity, and inclusivity. We welcome applications from appropriately qualified individuals from all backgrounds. We are committed to creating and sustaining an inclusive environment that celebrates the diversity of both staff and students. We foster perseverance, tolerance, and integrity, believing in equal opportunity for everyone, irrespective of age, disability, gender, race, religion or belief, and other personal characteristics. Candidates are assessed against relevant criteria only, such as skills, qualifications, abilities, and experience, in selection and recruitment. We believe that diverse teams are stronger teams, and that inclusivity enhances the sense of belonging and promotes success for both staff and students.