JOB PURPOSE
Reporting to the Pro Vice-Chancellor, Research (PVCR), this role provides high-level executive, operational, and strategic support to ensure the effective functioning of the PVCR's office. The Executive Assistant serves as a key coordination point across faculties, research units, and external stakeholders, enabling the delivery of the University's research agenda.
The ideal candidate is highly organised, proactive, resourceful, and able to operate with discretion in a fast-paced, complex environment.
RESPONSIBILITIES
1. Executive & Administrative Support
- Provide comprehensive executive support including calendar management, meeting coordination, and travel arrangements
- Prepare high-quality briefing materials, reports, presentations, and correspondence
- Manage competing priorities and ensure optimal time management for the PVCR
- Ensure the smooth day-to-day operations of the PVCR's office
2. Strategy & Performance Support
- Support the monitoring and reporting of key research performance indicators, including:
- Grant income (public and industry)
- Research outputs (quality and volume of publications)
- Higher Degree by Research (HDR) enrolments and completions
- Assist in the development of executive dashboards and performance reports
- Coordinate follow-ups with faculties and relevant units on strategic deliverables
3. Project & Initiative Coordination
- Support the coordination of strategic research initiatives (e.g. research clusters, centres, partnerships)
- Maintain project timelines, action trackers, and progress updates
- Facilitate alignment and timely follow-through across multiple stakeholders
4. Stakeholder Engagement
- Act as a key liaison between the PVCR and internal/external stakeholders, including:
- Deans, Heads of School, and academic staff
- Research Office and Graduate School
- Industry and government partners
- Coordinate high-level meetings, including agenda preparation, minutes, and action tracking
5. Research Operations & Governance
- Support research-related committees and governance processes
- Assist in preparing materials for executive, senate, and board-level meetings
- Work closely with the Research Office and administrative units to ensure compliance and efficiency
- Maintain awareness of relevant national frameworks (e.g. Malaysian Research and Education Network and related bodies)
6. Communications & Office Management
- Draft professional communications, including emails, speeches, and internal updates
- Support visibility and promotion of research achievements and initiatives
- Handle sensitive and confidential matters with the highest level of professionalism
MINIMUM ACADEMIC/PROFESSIONAL QUALIFICATION
- Bachelor's Degree in Business Administration, Management, Education Management, or a related field from a recognised institution
- Minimum 5-8 years of relevant experience as a Personal Assistant, Executive Assistant, or similar role supporting senior leadership
- Demonstrated experience supporting senior executives (e.g. C-suite, Provost, Vice-Chancellor, or equivalent)
- Familiarity with professional office tools (e.g. Microsoft Office, Google Workspace)
RELATED EXPERIENCE
- Experience operating in complex, fast-paced organisational environments, preferably within higher education or research-intensive settings
- Demonstrated ability to manage multiple priorities, schedules, and stakeholders simultaneously
- Strong track record in preparing executive-level documents, reports, and communications
- Proven ability to handle confidential and sensitive information with discretion
- Experience coordinating high-level meetings, committees, or governance processes
- Strong organisational, time management, and problem-solving capabilities
- Excellent written and verbal communication skills
- Adaptability, responsiveness, and ability to support evolving executive needs
COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)
- Excellent written and verbal communication skills
- High level of discretion, professionalism, and confidentiality
- Strong stakeholder management and interpersonal skills
- Proficiency in Microsoft Office and/or Google Workspace
- Ability to work independently and proactively in a dynamic environment
- Strong attention to detail and problem-solving mindset
- Adaptability and flexibility to changing priorities
