Personal Assistant to Director of Education

Position Title: Personal Assistant to the Director for International Education and Cooperation Location: Phnom Penh Reports to: Director for International Education and Cooperation Date: Urgent 1. Purpose of the Role The Personal Assistant (PA) will provide comprehensive administrative support to the Director for International Education and Cooperation, facilitating the effective operation of the office and ensuring efficient communication within the team and with external stakeholders. 2. Key Responsibilities - Administrative Support: o Manage the Director’s calendar, including scheduling meetings, appointments, and travel arrangements. o Prepare and organize documents, reports, and presentations for meetings and conferences. o Respond to inquiries, both in-person and via email/phone, maintaining a professional demeanor. - Communication Management: o Serve as the primary point of contact for internal and external communications. o Draft correspondence, meeting minutes, and reports as needed. o Facilitate communication between the Director's office and other departments or institutions. - Event Coordination: o Assist in planning and organizing events, workshops, and conferences related to international education and cooperation. o Coordinate logistics, including venue selection, catering, and participant invitations. - Research and Information Management: o Conduct background research on topics related to international education policies and initiatives. o Maintain an organized filing system for documents and records relevant to the Director’s work. - Project Support: o Assist with various projects and initiatives led by the Director, providing administrative and logistical support. o Ensure that deadlines are met and participate in team meetings as required. 3. Required Qualifications - Education: Bachelor’s degree in a relevant field (e.g., English Literature/Education, International Relations, Business Administration). - Experience: Proven experience as a Personal Assistant or in a similar administrative role. - Skills: - Strong organizational and time-management skills. - Excellent written and verbal communication abilities in English and/or other business languages - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management software. - Ability to handle sensitive information with discretion and confidentiality. 4. Working Relationships - Internal: Close collaboration with the Director for International Education and Cooperation, as well as interaction with other department staff and leadership. - External: Liaison with educational institutions, government agencies, and other stakeholders in international education. 5. Performance Evaluation The performance of the Personal Assistant will be evaluated on an annual basis, focusing on the efficiency of administrative support provided, communication effectiveness, and contribution to the overall goals of the Director for International Education and Cooperation. KEY PERFORMANCE INDICATORS (KPIS) 1. Efficiency in Task Management - Calendar Management Efficiency: Percentage of scheduled meetings that occur as planned without last-minute changes. - Deadline Adherence: Number of tasks completed on time vs. total tasks assigned (target: 90% on-time completion). 2. Communication Effectiveness - Response Time: Average time taken to respond to emails and inquiries (target: within 24 hours). - Accuracy of Correspondence: Percentage of communication drafts requiring revisions (target: less than 5% revisions). 3. Event Coordination Success - Event Satisfaction Rating: Feedback score from participants on events organized (target: average score of 4.5 out of 5). - Logistical Accuracy: Number of logistical errors encountered during events (target: zero errors). 4. Support for Projects and Initiatives - Project Milestone Adherence: Percentage of project milestones met on schedule (target: 85% of milestones on time). - Stakeholder Feedback: Satisfaction ratings from team members and stakeholders regarding support provided (target: average score of 4 out of 5). 5. Professional Development - Skills Improvement: Attendance and completion of professional development courses or training sessions related to administrative skills (target: 2 courses per year). - Adaptability: Number of new tools or processes successfully integrated into daily operations each quarter. 6. Documentation Management - Filing Accuracy: Percentage of documents correctly filed and easily retrievable (target: 95% accuracy). - Update Frequency: Regular updates of contact lists, project files, and other essential documents (target: monthly review and updates). 7. Monitoring and Reporting - Review Frequency: KPIs should be reviewed quarterly to assess progress and adjust goals as necessary. - Feedback Sessions: Conduct feedback sessions with the Director to discuss performance, challenges, and areas for improvement.

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