Executive Assistant

JOB DESCRIPTION

GENERAL RESPONSIBILITY:

Reporting directly and working closely and effectively with the CEO on a daily basis, the Executive Assistant (EA) provides executive, administrative, and development support to the CEO and the Senior Leadership Team (SLT). The EA serves as the primary point of contact for internal and external constituencies on all matters regarding the CEO. The EA liaises with the senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects.

RESPONSIBILITIES:

Executive Support

• Assists the CEO with a daily and wide variety of administrative tasks/ duties, including managing an active calendar of appointments, etc.
• Communicate directly and on behalf of the CEO with a broad range of people, including major donors, Board members, foundation staff, colleagues of the CEO and others.
• Research prospective corporate and foundation donors to identify and evaluate current needs and assemble materials needed for the proposals.
• Drafts report or letters of solicitation and proposals; prepares and coordinates oral and written communication with donors, Board members, the Vietnamese Government and others.
• Supports the CEO in his external commitments related to VCF, including service on external boards, committees, and other groups.
• Processes VCF’s memberships with other organizations.
• Oversees the training and support of VCF’s Program Managers.

Coordinator

• Coordinate logistics with high-level internal and external meetings. Provides a bridge for smooth communication between the CEO's office and internal departments.
• Participates as an adjunct member of the SLT, represents the CEO in designated meetings as required, and works directly with senior-level staff and HR internally and externally.
• Coordinates meetings and strategic activities, including coordinating the meeting agenda of the SLT, The Management Team (TMG), and members of VCF staff.
• 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 CEO’s agenda.
• Works directly with the Finance department and reports to the CEO.
• Assist the CEO as needed, including answering phones, accepting packages and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.

Other Responsibilities:

• Proactive and dedicated performs other duties as assigned by the CEO.
• Speaks on behalf of VCF when called on and attends events for the CEO.

REQUIREMENT:

• Passion for and familiarity with the nonprofit sector and our mission.
• Emotional maturity and strong ability to execute work with a diversity, equity, and inclusion lens.
• Bachelor’s degree or equivalent experience with social sciences background and an interest in national and global issues.
• Five to ten years supporting upper-level management in a related organization (e.g., population, education, health/public health).
• Good working knowledge of Speaking/Reading/Writing, both English and Vietnamese, is required.
• Proven ability to use outstanding interpersonal, political navigation, and communication skills to build strong relationships and negotiate challenging situations, often with senior executives, in a friendly and professional way.
• Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
• Proficiency in Windows, including MS Word, EXCEL, and PowerPoint; fund-raising data management systems knowledge helpful.
• Excellent management, time-management, and problem-solving skills.
• Knowledge of other languages and international customs is an asset.

WORKING CONDITIONS/OTHER DATA:

• Travel is involved and overtime is required occasionally.
• Due to the nature of work, the EA should perform this position functions in an office with the CEO.
• VCF’s inclusive environment strongly advocates for Diversity, Equity and Inclusion (DEI). Our intention is to empower all individuals to contribute their unique perspectives, knowledge and skills to foster a positive environment in which any individual is welcomed, respected, supported, valued, and encouraged to be their full and authentic selves at all times. VCF eliminates both implicit and explicit barriers to hiring communication and participation. All staff has equal access to opportunities and resources and are encouraged to contribute their talents to manage the organization.

SALARY AND BENEFITS:

• Salary is commensurate with qualifications and experience.
• VCF complies with the Vietnam Labor Code and has done more than these benefits, including leave entitlement, taking great care of and promoting pillars of staff well-being programs.

HOW TO APPLY:

Please send your CV and letter of introduction (including the names and details of 2 professional referees we may contact) to [email protected] with the title [VCF - EA23] - Full name.

• Organization’s Name: The VinaCapital Foundation (VCF); Contact person: Thao Nong (He/him).
• Address: 14E21 Thao Dien street, Thao Dien ward, Thu Duc City, HCMC;
• Application Deadline: Apr 24, 2023; applications will be accepted and reviewed until the position is filled.