Executive Assistant (Hanoi) – full time

Coordination Tasks
• Manage the administration of the medical and nursing programmes, booking flights, maintaining flight record, and receipts/boarding passes
• Prepare the accommodation schedule and in conjunction with the Programme Executive maximise the use of Newborns rented apartments and accommodation provided by hotel partners
• Arrange the daily travel to the hospital(s) book taxis, liaise with taxi company, provide support to the UK teaching team and resolve any problems with the transport arrangements
• Arrange airport pick up and work closely with the airport taxi company to ensure good communication.
• Manage the visa application process in conjunction with the Programme Executive and our partner public hospital international officers.
• Send out welcome pack to the UK teaching team, (includes detailed information on what to bring/insurance)
• Prepare daily schedule for all teachers and information pack.
• Ensure that all incoming teaching team leaders have a local phone and manage pre payment,
• Manage the Executive Director’s diary to ensure that either the Executive director or the Programme Executive is available to provide support to the UK Neonatal Consultants/Advanced Nurse Practitioners/ ENU University lecturers (the teaching team)
• Troubleshoot daily operational and administrative problems and issues
• Support the UK teaching team for social activities/booking tours/trips
• Book restaurants and taxis for the teaching and Newborns team.
• Assist the Programme Executive in medical related administrative work (i.e; photocopying, delivering paperwork to government agencies and hospitals, etc.)
• Work closely with the Newborns partnering hospitals in logistic arrangement for the visiting doctors and nurses from UK including meal, transportation

Administrative Tasks
• Maintain record of flights, daily transport and accommodation costs and in conjunction with the Finance Officer allocate cost to specific programmes.
• Work in conjunction with the Finance Officer to check monthly airport and daily transport costs and verify cost to the used vouchers and confirm for payment.
• File systematically, all programme correspondence, reports, board minutes and other documents to enable easy retrieval and reference
• Check receipt of all documents from the teaching team that are required for nursing and medical teaching in Vietnam, keep accurate record.
• Perform other tasks as allocated by the Chief Operating Officer/Programme Executive.

Translation Tasks
• Support the Programme Executive with translation of documents/presentations
Fundraising and Sports Events
Assist with planning events and carrying out tasks setting up and helping with the Newborns stand.

• Over 2 years-experience in an administrative position/
• Good English speaking and written skills.
• Must have communication and interpersonal skills and be confident and able to successfully interact with a wide range of people
• Must be proficient in Microsoft Office (word, Excel, PowerPoint, Outlook) suite, capability in data base (Access, File Make Pro) and desktop publishing packages would be an advantage.
• Must understand diplomacy, be honest, patient, hard-working, enthusiastic and a good team player,
• Must have a “can do” attitude, be mature and flexible, self-motivated and enthusiastic
• Willing and able to travel (some local travel)
• Applications must be presented in English

- The wage agreements in interview.
- Able to work in an active and professional working environment.
- Insurance and Paid-leaves as required by Labor Law.

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