ABOUT THE ROLE
This role provides dual support across academic leadership (Head of School) and group-level operational priorities (COO), requiring the ability to manage both day-to-day school administration and complex cross-functional initiatives including campus development, shared services, and external stakeholder coordination. This role is pivotal in managing schedules; organizing meetings; handling minutes; correspondence and other communication; and distribution of (official) documents.
KEY RESPONSIBILITIES
Executive & Administrative Support
- Manage the COO's and Head of School's calendar, scheduling meetings, events, and travel arrangements
- Prepare agendas, presentations, reports, and briefing documents
- Draft, edit, and proofread correspondence and official communications
- Organize and maintain accurate, secure records and files
- Support prioritization of incoming requests, ensuring leadership focus on high-impact activities
- Coordinate inputs from departments to ensure materials are complete and ready for leadership review
- Support special strategic initiatives led by the Head of School and COO, including research, coordination, and execution tracking
- Prepare briefing notes and summaries to support decision-making
Governance & Leadership Support
- Coordinate meetings, including scheduling, agenda preparation, and minutes
- Support compliance with accreditation, inspection, and governance requirements
- Track action items and follow up on decisions from leadership and board meetings
- Support preparation and coordination of decision papers and leadership submissions in line with Group governance processes
- Maintain logs of key decisions, approvals, and action items in alignment with Group governance processes
- Ensure timely circulation of materials and follow-through across departments
Communication & Stakeholder Engagement
- Act as a primary point of contact for internal and external stakeholders on behalf of the Head of School & COO, if required
- Manage sensitive inquiries with professionalism and discretion
- Support communications with parents, partners, and community organizations as required
Coordination & Project Support
- Assist with school-wide initiatives, events, and special projects led by the Head of School
- Coordinate across departments to ensure clear information flow and alignment
- Support crisis management and urgent communication when required
- Support coordination and information flow between leadership and project teams, ensuring timely updates and alignment
- Consolidate and summarize updates from relevant stakeholders, highlighting key risks, delays, and decisions requiring leadership attention
- Maintain a high-level view of project and regulatory status based on inputs from project and estates teams, ensuring leadership visibility
- Support coordination of licensing and regulatory submissions, ensuring timely preparation and follow-up of required documentation
- Other reasonable duties as assigned.
Confidentiality & Professional Standards
- Handle highly confidential information with integrity and sound judgment
- Uphold the school's values, policies, and safeguarding commitments at all times
REQUIREMENTS
Experience
- 5+ years supporting senior executives, preferably in complex, fast-paced, multi-stakeholder environments
- Experience supporting multiple senior stakeholders simultaneously
- Experience in project coordination or operations is highly desirable
- Familiarity with international K-12 education systems and school operations is highly desirable.
- Familiarity with construction, design, and licensing processes is highly desirable
Skills and Competencies:
- Strong English communication and interpersonal skills
- Strong organizational and technical skills (Google Workspace ideal)
- High levels of discretion when handling sensitive information
- Able to represent the school's core values of kindness and respect.
- Highly structured and detail-oriented, with the ability to manage multiple priorities simultaneously
- Comfortable operating in an evolving, fast-paced environment with shifting priorities
- Proactive in identifying issues and driving follow-up without constant direction
Education
- Bachelor's degree in education management, Business, Marketing Communications, or a related field.
Personality / Attitude
- Warm, friendly, adaptable and unflappable in a busy environment.
- Positive, service-oriented, quietly confident and proactive.
- Integrity: Maintains the highest standards of honesty and integrity in all interactions, building trust and respect with colleagues, students, and stakeholders.
ABOUT MILLENNIA EDUCATION
Millennia Education is a forward-looking education organization based in Ho Chi Minh City, Vietnam. All of our investments and initiatives are designed with one central aim: To make a lasting and positive impact on Vietnam's educational landscape and long-term national development.
We work across early years to higher education with a focus on quality, inclusion, and sustainable development, while collaborating with overseas partners who share our belief in education as a transformative force.
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 practices 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.
NEXT STEPS
Are you ready to lead transformative change in education Apply now by clicking the link and submitting your application online.
