Recruitment: Executive Assistant (Business Operations)

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Recruitment: Executive Assistant (Business Operations)

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We are currently hiring: 01 Full-time Executive Assistant (Business Operations)

Department: Office of the Management Board
Location: KTDC IELTS Training Center – Ho Chi Minh City

1. Role Overview

The Executive Assistant (Business Operations) provides direct support to the Managing Director in maintaining the overall operational rhythm and management effectiveness of the centre.

The role is responsible for helping the Managing Director manage priorities and schedules, track decisions and deadlines, prepare management reports and decision-making materials, follow up on cross-functional progress, and maintain accurate and stable class and teacher schedules.

2. Key Responsibilities

2.1. Executive Support to the Managing Director

Manage the Managing Director’s schedule, priorities, and key milestones; proactively identify scheduling conflicts and matters requiring advance preparation.
Prepare meeting materials, relevant data, and supporting information for management meetings.
Record key decisions, action owners, and deadlines, and circulate concise meeting summaries after meetings.
Maintain a central action tracker for cross-functional tasks and follow up on progress before deadlines.
Consolidate data, context, options, and risks into concise summaries to support the Managing Director’s decision-making.
Maintain strict confidentiality of management documents and information.

2.2. Cross-functional & Project Coordination

Act as a coordination point for tasks and projects involving multiple departments.
Ensure that each assigned task has a clear owner, expected outcome, and deadline.
Consolidate issues that may affect operational progress, revenue, class delivery, or student experience, and escalate them at the appropriate time.
Support priority projects initiated by the Management Board, including recruitment, KPI/JD implementation, process improvement, new programmes, and corporate/school partnership projects, particularly in terms of timelines and action tracking.

2.3. Class, Teacher & Classroom Scheduling

Prepare the centre’s monthly class schedule based on new class requirements, continuing classes, classroom capacity, and teacher availability.
Collect and maintain up-to-date teacher availability and coordinate with the Academic Team on teacher allocation where academic requirements need to be considered.
Arrange classrooms and Placement Test schedules.
Respond promptly to operational changes, including teacher leave, substitute teaching, class rescheduling, postponement, or cancellation, and ensure that relevant systems are updated accordingly.
Communicate and confirm schedule changes clearly with teachers, including international teachers, and relevant departments.

2.4. Management Data & Reporting

Prepare and maintain regular management reports focused on the information and data required for operational decision-making.
Monitor class status, including new classes, completed classes, postponed/cancelled classes, schedule changes, classroom utilisation, and average class size.
Consolidate Placement Test volumes and results to support class demand forecasting.
Collect data from different departments using standardised reporting formats to enable consistent progress tracking against targets.
Cross-check the consistency of information across systems, tracking files, and actual schedules, and flag discrepancies rather than making assumptions.

2.5. Process Standardisation & Improvement

Standardise recurring work-tracking templates, meeting minutes, reporting formats, and checklists.
Identify manual processes or information gaps and propose practical ways to simplify and improve them.
Maintain key management files as reliable sources of operational information for the centre.
Use Excel/Google Sheets and appropriate digital tools or AI solutions to reduce repetitive work and improve efficiency.

The percentage allocation above is indicative and may be adjusted depending on business needs and operational priorities.

3. Candidate Requirements

At least 2 years of experience in executive assistance, project/operations coordination, or a comparable role.
Strong spoken and written English, with the ability to communicate and work directly with international teachers on a daily basis. IELTS 6.5 or equivalent is an advantage.
Good working knowledge of Excel/Google Sheets, including filtering, PivotTables, lookup functions, basic logical functions, and data checking.
Detail-oriented, reliable, and able to manage multiple tasks simultaneously without losing track of important details.
Strong systems thinking, with the ability to turn fragmented discussions and information into clear tasks, owners, and deadlines.
Able to follow up firmly and professionally while maintaining positive working relationships.
Able to distinguish priorities, maintain confidentiality, and understand when issues need to be escalated.
Calm, proactive, and adaptable when managing multiple changes at the same time.

Preferred

Experience in education, language centres, or service environments with complex operational schedules.
Experience preparing management reports, dashboards, or project tracking tools.
Experience using CRM, LMS, ERP, or task/project management tools. (Training on KTDC’s internal systems will be provided.)
Interest in process improvement and the use of automation/AI to reduce repetitive work.
A long-term career interest in developing towards an operations management role.

4. Benefits

Competitive salary, negotiable based on qualifications, experience, and capabilities.
Full statutory insurance contributions based on actual salary in accordance with applicable regulations.
International health insurance package (inpatient coverage) upon successful completion of the probation period.
Access to English courses at KTDC in accordance with the employee benefits policy.
Direct exposure to the Management Board, providing a broad view of centre-wide operations and a clear development pathway towards an operations management role.