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BRITISH UNIVERSITY VIETNAM

91���� (BUV) is the first and only international university in Vietnam authorised to award degrees from renowned UK universities: University of London, University of Staffordshire, University of Stirling, Arts University Bournemouth, Bournemouth University, and Manchester Metropolitan University. Established in 2009, BUV delivers a wide range of undergraduate and postgraduate programmes following UK academic standards.

BUV is rated 5 Stars by QS and institutionally accredited by the UK Quality Assurance Agency (QAA). With over 500 enterprise partners, 100% of BUV graduates are employed or pursue further study within three months of graduation.
Students study at a world class campus in Ecopark, developed with an investment of up to USD 165 million, offering modern facilities and an international-standard learning environment for more than 10,000 students upon completion.

POSITION PURPOSE

The Personal Assistant provides high-quality executive support to the Chief Marketing Officer (60% of time) and the Head of Corporate & Industry Engagement (40% of time). The role is the operational backbone of both functions — managing complex diaries, coordinating deadlines and deliverables, facilitating meetings and producing accurate follow-up records, and ensuring both senior leaders can focus on strategic priorities rather than administrative load.

This is a bilingual role requiring professional English and Vietnamese. A significant part of the value the PA brings is in navigating Vietnam — coordinating logistics, translating context between internal and external stakeholders, and ensuring smooth operations in both the Hanoi business environment and the broader BUV campus context.

AREAS OF RESPONSIBILITY

1. CMO Diary, Schedule & Deadline Management (Primary — 60% allocation):

• Manage and maintain the CMO’s daily, weekly and monthly calendar — scheduling meetings, reviews, presentations, travel and personal commitments with appropriate lead time and buffer.
• Maintain a rolling deadlines tracker across all active CMO workstreams — flagging upcoming deliverables to the CMO with sufficient preparation time.
• Coordinate and circulate pre-meeting briefing materials, agendas and background documents on behalf of the CMO.
• Draft, proofread and format correspondence, presentations and internal communications on behalf of the CMO as required.
• Act as the first point of contact for meeting requests directed to the CMO — screening, prioritising and responding professionally on the CMO’s behalf.

2. Meeting Support — Notes, Actions & Follow-Up:

• Attend designated CMO-led meetings (team meetings, cross-functional reviews, strategy sessions, partner briefings) as directed — taking structured notes and recording all decisions and action items.
• Produce clear, accurate meeting summaries within 24 hours — distributed to all relevant participants with owners, actions and deadlines clearly identified.
• Maintain and track an active actions register for both the CMO and Head of Corporate Engagement — following up outstanding items with responsible parties on a regular cycle.
• Prepare post-meeting briefing notes for the CMO where the CMO was not present but needs to be updated.

3. Vietnam Navigation & Local Operations Support:

• Provide translation and interpretation support (written and verbal) between English and Vietnamese — including correspondence, documents, meeting context and informal communication.
• Assist with navigating local business processes, government requirements, vendor relationships and cultural protocols on behalf of both leaders.
• Coordinate local logistics including venue bookings, transportation, restaurant or hospitality reservations, and campus-to-city travel arrangements.
• Liaise with BUV internal departments (Finance, Procurement, Facilities, HR, Legal) to progress administrative requests on behalf of both leaders.
• Support onboarding logistics for visiting partners, guests or delegations — briefings, campus introductions, hospitality coordination.

4. Expenses, Finance & Procurement Approvals:

• Prepare, submit and track expense claims for both the CMO and Head of Corporate Engagement — ensuring all claims are supported by appropriate receipts and approved within required timeframes.
• Manage the procurement approval workflow for both functions — raising purchase requests, tracking approval status and liaising with Finance and Procurement teams.
• Maintain organised records of all expenses, invoices, vendor contracts and financial approvals for audit and reporting purposes.
• Flag any budget variances or approval delays proactively to the relevant leader.
• Coordinate credit card reconciliations and ensure timely submission of all financial paperwork in line with BUV’s financial calendar.

5. Travel Coordination:

• Research and book all travel requirements including flights, accommodation, ground transportation and visa support — ensuring value for money and compliance with BUV travel policy.
• Prepare detailed travel itineraries with confirmation details, contact numbers, meeting schedules and backup contingencies.
• Manage travel approval processes and ensure all bookings are authorised in advance by the appropriate BUV authority.
• Handle changes, cancellations and last-minute adjustments with minimal disruption to the traveller’s schedule.
• Maintain a travel tracker for both leaders and provide advance notice of upcoming trips requiring logistics preparation.

6. Corporate Engagement Support — Appointment Gaining & Diary (40% allocation):

• Proactively research target corporate contacts and prepare outreach lists to support the Head of Corporate Engagement’s appointment-gaining activity.
• Draft and send initial outreach communications and meeting requests on behalf of the Head of Corporate Engagement — in both English and Vietnamese as appropriate.
• Manage the Head of Corporate Engagement’s diary — scheduling partner meetings, site visits, networking events and internal reviews with appropriate preparation time.
• Prepare meeting briefing notes for corporate partner engagements — including background on the company, relevant contacts and meeting objectives.
• Follow up on corporate meeting outcomes — circulating notes, tracking commitments and ensuring next steps are actioned by the relevant party.
• Maintain the corporate partner contact database in Salesforce — updating records after each engagement and flagging follow-up windows to the Head of Corporate Engagement.

POSITION SPECIFICATIONS

COMPETENCIES (knowledge, skills, and abilities)

Essential

• Bachelor’s degree in Business Administration, Communications, Languages or a related field.
• Minimum 3–5 years of experience as an executive assistant, personal assistant or senior administrator — ideally supporting C-suite or senior leadership.
• Demonstrable experience managing complex diaries for multiple principals simultaneously.
• Proven ability to produce accurate meeting notes and maintain action registers across active workstreams.
• Experience coordinating domestic and international travel arrangements end-to-end.
• Solid experience with expense management, procurement processes and financial approval workflows.
• Proficient in Microsoft Office 365 — particularly Outlook, Teams, Word, Excel and PowerPoint.
• Professional written and spoken English and Vietnamese — non-negotiable requirement for this role.

Desirable

• Experience supporting a marketing, commercial or business development function.
• Familiarity with Salesforce or a comparable CRM platform.
• Experience in an international organisation or multinational environment operating in Vietnam.
• Knowledge of Vietnamese business culture, government processes and corporate etiquette.
• Previous experience in a higher education, professional services or hospitality environment.

COMPETENCIES (behavioural)

Essential

• Exceptional organisational discipline and attention to detail
• High professional discretion — routinely handling sensitive and confidential information
• Proactive self-starter — anticipates needs rather than waiting to be directed
• Composure under pressure — able to reprioritise rapidly when circumstances change
• Clear, professional written and verbal communication in both English and Vietnamese
• Strong interpersonal skills — comfortable engaging with senior stakeholders and external corporate partners
• Reliable follow-through — commitments are always completed or escalated appropriately

Desirable

• Creative problem-solving — finds practical workarounds without escalating minor issues
• Cultural intelligence — operates comfortably across Vietnamese and international working styles
• Relationship building — naturally builds rapport with internal teams and external contacts
• Adaptability — comfortable operating in a fast-paced, evolving environment
• Initiative in learning new systems and tools without significant hand-holding

BENEFITS

• Highly competitive salary package (plus benefits), monthly remuneration start from 21,000,000 VND commensurate with qualifications/experience
• 13th month Tet bonus (for Vietnamese candidates)
• Annual cost of living adjustment and performance-based bonus
• Recognition & awards programmes
• 20 days annual leave, public holidays, and 5 days paid sick leave
• Healthcare plan (private accident, medical, and dental insurance, including annual health checks)
• Education support for staff, their dependents and immediate relatives
• Relocation allowance to cover visa/flights/initial days accommodation
• Support and assistance in work permit and visa application together with relocation to and settling into living and working in Vietnam
• Various staff events through the year (outings, year-end party, sports activities and other events)
• Onsite fitness and sports centre
• Opportunity to work within a professional and multi-cultural environment

Interested candidates should prepare an up-to-date CV and application letter indicating for which position you are applying. Please then select SUBMIT YOUR CV button on our JOBS AT BUV webpage or email to hr@buv.edu.vn. We will invite short-listed candidates for interviews. Recruitment will remain open until the position is filled.

Important Notice:

To strengthen communication and protect candidates from increasingly complex fraud risks, please note that BUV will never request any fees or payments during the recruitment process. Be cautious of scams that ask for money to apply.

The Human Resources Department (HRD) of BUV only uses the official email address hr@buv.edu.vn. If you are ever unsure about the authenticity of any information or request, kindly contact HRD at hr@buv.edu.vn or by phone at +84 2216 250 250 during office hours for verification and support.

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