Assistant to the Vice Principal

Role Description
Hoi An International School (HAIS) is the leading international school in Central Vietnam, located in the peaceful town of Hoi An. HAIS is a caring, engaged and multicultural community that enables all individuals to develop as both learners and leaders in a dynamic and challenging environment. We value inquiry, perseverance and reflection. At all times, we are committed to act with integrity and treat one another with respect, whilst learning to grow and develop together as responsible global citizens.

HAIS was established with a clear aim to spark curiosity and inquiry in students, whilst also developing core values and 21st-century skills. We are committed to ethical and responsible learning in an engaging, community-centred environment where our students are encouraged to follow their unique potential and become leaders in academics, the arts, environmental awareness and sports.

Contract duration: Twelve (12) months or as negotiated
Department/Sector: Administration
Reporting to: International Vice Principal
Key relationships: Leadership Team, School Support Staff, Teaching Staff, Administration Team, Parents/carers, Students
Location: Hoi An International School, Hoi An Tay, Da Nang, Vietnam

Role purpose:
The Administrative Assistant to the Vice Principal plays a key role in supporting school leadership and ensuring the smooth operation of daily activities within a diverse, multicultural school environment. This position requires a highly organized, adaptable individual who can manage administrative responsibilities with efficiency and discretion while fostering positive communication between staff, students, parents, and external stakeholders. As a vital part of the administrative team, the Assistant acts as a liaison and support system for the Vice Principal, contributing to a positive school culture and helping uphold the school’s mission of academic excellence and global citizenship.

Duties and Responsibilities:
Administrative & Vice Principal Support:

• Draft and edit professional correspondence, reports, presentations, and other documents.
• Provide high-level administrative support to the Vice Principal, including managing the calendar, scheduling meetings, and handling correspondence.
• Serve as the first point of contact on behalf of the Vice Principals when they are unavailable, filtering and prioritising inquiries and requests for appropriate follow-up.
• Prepare agendas, take minutes, and track action items for meetings chaired by the Vice Principals to ensure follow-up and accountability.
• Help monitor deadlines, tasks, and follow-ups across school teams to ensure smooth operations.
• Maintain an organized and efficient office environment, handling confidential and sensitive information with discretion.
• Assist with special projects and initiatives to support school-wide objectives.
• Foster positive relationships and attitudes towards all students, parents and colleagues across the school;
• Provide support on special projects and school initiatives as assigned by the Vice Principal.
• Perform other duties and responsibilities as assigned by the Vice Principals Professional expectations:
• Exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Proven experience in an administrative, coordination, or related role.
• Outstanding written and verbal communication skills, with a professional and friendly demeanor.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with database management.
• Provide a high standard of customer-oriented service;
• Adapt to changes in the work environment;
• Work effectively in an international and multicultural school environment;

Essential Requirements:

• University degree in operations, finance, business, law or a related discipline preferably;
• Minimum three (3)+ years experience in a relevant role;
• Minimum three (3) + years experience in a leadership position;
• Exceptional proficiency in written and spoken English.

Desirable:

• Experience working in an international school environment;
• Experience in the deployment of school management systems;
• Proficiency in written and spoken Vietnamese;

Employment requirements:

Should the successful candidate be an International engagement, a mandatory employment requirement is that they provide legalised and authenticated copies of identification, qualification, experience and probity documents as required by HAIS and local/national government bodies.

The successful candidate will be required to satisfy probity requirements, including the provision of appropriate reference checks, a national and local police check and as determined applicable Work with Children Checks.

The successful candidate will be held at the highest level of accountability and will be subject to the signing of confidentiality agreements, given the position’s access to personal records, information and business operations.