Executive Operations Manager & Executive Assistant to the Provost and CEO

About the University

The University of Southampton Malaysia (UoSM) is an international branch campus of the University of Southampton (UoS), a founding member of the UK's prestigious Russell Group and consistently ranked among the world's top 100 universities.

UoSM offers undergraduate, postgraduate, and professional programmes in Business, Engineering, Electronics and Computer Science, equipping students with the skills and knowledge to succeed in a globalised workforce. Our state-of-the-art campus in Iskandar Puteri features specialised laboratories, business and analytics suites, creative learning spaces, and a 10,000 sq. ft library, all designed to foster academic excellence and an exceptional student experience.

We are now at a defining moment in UoSM's journey. Guided by our ambitious Growth Strategy, we are reimagining the University not merely as a branch campus, but as a beacon of British higher education excellence in Malaysia and the wider region. At the heart of this transformation is the Triple Helix model of Education, Research and Knowledge Exchanged & Enterprise which integrates high-quality teaching, world-class research, and active collaboration with industry, government, and communities to deliver tangible societal and economic impact. The role of Head of School is central to this vision — building academic communities of practice, fostering innovation, and laying the foundations for lasting institutional impact in Malaysia and Southeast Asia.

Position Overview

The Executive Office Manager provides strategic, operational and administrative leadership for the Office of the Provost and CEO, ensuring the efficient functioning of executive operations across the University.

The role serves as the central coordination point for the Senior Leadership Team (SLT), supporting institutional governance, executive decision making, project tracking, communications, reporting and organisational effectiveness.

Whilst retaining selected Executive Assistant responsibilities for the Provost and CEO, the role extends significantly beyond traditional administrative support by overseeing executive processes, monitoring strategic priorities, coordinating institutional initiatives and ensuring effective follow through on decisions made by the University's leadership.

The Executive Office Manager acts as a trusted partner to the Provost and CEO and plays a key role in driving organisational alignment, accountability and operational excellence across the institution.

Responsibilities

1. Executive Office Leadership

• Manage the day to day operations of the Office of the Provost and CEO.
• Develop and implement systems, processes and procedures that improve executive effectiveness.
• Act as the primary coordination point between the Provost and CEO, SLT, Board members and external stakeholders.
• Ensure efficient management of executive priorities and competing demands.
• Maintain oversight of executive workflows and ensure timely follow up on key matters.

2. Senior Leadership Team Coordination

• Coordinate SLT meetings and retreats.
• Develop agendas, collate papers and ensure timely distribution of meeting materials.
• Record decisions, actions and strategic priorities arising from SLT meetings.
• Monitor completion of agreed actions and provide regular progress reports.
• Support SLT members in meeting institutional deadlines and governance requirements.
• Facilitate communication and collaboration across leadership portfolios.

3. Strategic Planning and Project Management

• Support the implementation and monitoring of the University's strategic plan.
• Maintain executive dashboards tracking key institutional priorities.
• Coordinate strategic projects led by the Provost and CEO.
• Monitor project milestones, risks and deliverables.
• Ensure alignment between strategic objectives and operational activities.
• Produce progress reports for executive leadership and governing bodies.

4. Governance and Compliance Support

• Coordinate governance activities associated with the Board, Joint Advisory Board, Senate and Executive Committees.
• Support preparation of governance papers and executive reports.
• Maintain records of decisions and institutional actions.
• Monitor governance deadlines and compliance requirements.
• Ensure documentation is complete, accurate and appropriately archived.
• Liaise with internal and external stakeholders regarding governance matters.

5. Executive Communications

• Draft and coordinate executive communications.
• Support preparation of speeches, presentations and institutional announcements.
• Coordinate responses to high priority enquiries and correspondence.
• Ensure consistent communication across executive functions.

6. Operational Effectiveness

• Identify opportunities to improve organisational efficiency and effectiveness.
• Develop and implement administrative best practices across the University.
• Support process improvement initiatives.
• Coordinate executive office budgets and expenditure monitoring where required.

7. Stakeholder Engagement

• Build effective relationships with academic and professional services colleagues.
• Coordinate engagement with government agencies, industry partners, alumni and external stakeholders.
• Represent the Executive Office in meetings and working groups where appropriate.
• Facilitate communication between internal and external stakeholders.

8. Decision Making Authority

• Prioritise executive office activities.
• Coordinate activities across SLT portfolios.
• Request updates and reports on behalf of the Provost and CEO.
• Escalate risks, delays and issues requiring executive attention.
• Recommend process improvements and operational changes.

9. Strong inclination to use and apply artificial intelligence (AI) and digital tools within daily work processes to enhance efficiency, service quality, data accuracy, and decision-making, in compliance with organisational policies, data protection requirements, and ethical standards.

Requirements

• Bachelor's degree in business administration, Management, Public Administration, or a related discipline, or equivalent professional experience.
• Demonstrated success in supporting senior executives, executive leadership teams, or C-suite offices.
• Proven ability to manage multiple priorities, complex projects, and executive-level initiatives in a fast-paced environment.
• Strong capability in preparing executive reports, presentations, governance papers, and high-level correspondence.
• Proven ability to handle highly confidential and sensitive information with professionalism, discretion, and sound judgement.
• Familiarity with higher education governance, Board or Senate operations, or regulatory environments would be an advantage.
• Excellent project management, organisational, planning, and stakeholder management skills.
• Outstanding written and verbal communication skills with the ability to influence and collaborate across all levels of the organisation.
• Advanced proficiency in Microsoft Office applications and digital collaboration platforms.
• Excellent command of spoken and written English. Proficiency in Bahasa Melayu is an advantage.
• High level of integrity, professionalism, and the ability to work independently while exercising sound judgement.
• Flexible and adaptable, with the willingness to work outside normal office hours when required.
• Demonstrated commitment to the University's values of Safe, Respect, and Growth.

Application Submission

If you are enthusiastic about shaping the future of higher education at a globally recognised institution, we welcome your application.

Internal candidates are encouraged to apply.

Please submit ONE (1) PDF document containing:

1. Cover Letter (addressing key responsibilities and requirements)
2. Updated CV

Applications must be submitted via the Jobstreet application portal.

Application Deadline: 13 August 2026. Only shortlisted candidates will be contacted.

The University is committed to equality of opportunity, diversity, and inclusion.