Administrative Assistant (Aa)

OVERVIEW:

1. Introduction of ASU:
Arizona State University (ASU) is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 90,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe. For more than six (6) years ASU has been a driving force in the modernization of Vietnam’s Higher Education. ASU is instrumental in various Higher Education capacity building programs, including the Higher Engineering Education Alliance Program (HEEAP), Vocational University Leadership Innovation Institute (VULII), and Building University-Industry Learning and Development through Innovation and Technology (BUILD-IT) Program.

2. Job purpose: The Administrative Assistant (AA) provides administrative support for the activities and operations of the ASU Representative Office. The duties include general clerical, receptionist, and administrative support.

3. Reporting lines:
a. Position reports to: The Country Director (CD)
b. Staff reporting to this post: N/A

4. Type of employment: Full-Time

SPECIFIC DUTIES AND RESPONSIBILITIES:

1. Provide receptionist services including:
• Maintain the front desk and reception area as well as the conference room;
• Act as the primary contact for the office;
• Greet, assist, and show visitors the office or escort them to the conference room;
• Direct calls and respond to general inquiries;
• Perform general clerical duties to include, but not limited to, photocopying, mailing, and filing;
• Sort and distribute incoming correspondence, including mails and emails;
• Assist in the planning and preparation of meetings, conferences, and conference calls; and
• Update and maintain ASU contacts when necessary.

2. Provide administrative assistance including
• Order stationary and business cards for the team;
• Manage and maintain an adequate inventory of office supplies and refreshments;
• Support updating the Emloyee Handbook of the office.
• Support New Staff Hiring and Staff Leaving Procedure mentioned in the checklist
• Assist the CD in developing the working schedules of the ASU senior management when they are in Vietnam;
• Translate ASU general documents such as press releases, ASU on the news, etc.; and
• Assist with logistics arrangements related to the ASU general events and activities.

3. Support office finance
• Manage office operation cost
• Follow up with vendors of office operation
• Organize monthly receipts of CD and Associate Managing Director/Chief of Staffs

4. Perform other duties
• Communicate in a timely manner;
• Demonstrate commitment to the ASU mission and promote the ASU image and reputation in Vietnam; and
• Other duties as assigned by the CD.

QUALIFICATIONS AND REQUIREMENTS:
• Interviews are on a first come, first serve basis
• Four (4) years secretarial/administrative experience; OR, Certificate in Secretarial Science AND three (3) years of secretarial/administrative experience; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved;
• Vietnamese national;
• Bachelor’s degree in related field;
• Solid professional work experience with an international development organization, non-profit agency, academic institution, international education organization, or private international company;
• Fluency in English (listening, speaking, reading, and writing);
• Strong computer skills in using Microsoft Office Suite (Outlook, Word, Excel, Power Point, Access, and Project) and other automated systems as well as Internet skills in doing online research;
• Ability to manage logistics and details of several major projects at once;
• Experience in working with foreign visitors;
• Excellent ability to organize work and meet deadlines, demonstrating self-motivation and a performance orientation;
• Strong interpersonal, oral, and written communications skills;
• Ability to work effectively in team environment;
• Assurance of written documents and materials to be timely, well-edited, and of high quality, while demonstrating attentiveness to detail;
• Demonstration of a positive, supportive, and professional attitude and a strong sense of responsibility;
• Initiative and independent judgment;
• Use of business vocabulary, tact, discretion and judgment; and
• Ability and availability to travel in-country and internationally as required by ASU.

- Health insurance
- working laptop

Hồ sơ theo yêu cầu của nhà tuyển dụng khi liên hệ trực tiếp