Senior Executive - Faculty Office

This position will provide administrative and managerial support within the Executive Dean's Office. The role involves coordinating and executing various administrative functions to ensure the efficient operation of the office and effective communication with internal and external stakeholders. This position is also responsible for scheduling periodical meetings, coordinate faculty/school's events and take meeting minutes.

AREAS OF RESPONSIBILITIES

• Support the Head of Schools and Programme Directors in managing documentation.
• Prepare and distribute documents, reports, and correspondence as required.
• Collaborate with various departments to ensure smooth communication and coordination of activities.
• Assist in organizing events, conferences, and other functions as needed.
• Arrange travel plans, accommodations, and itineraries as required.
• Manage and update website and newsletters to ensure current and relevant content as well support school on digital content upload on to the portal.
• Establish a systematic filing system for both online and printed records, ensuring the security and confidentiality of sensitive information.
• Execute assigned duties in daily operations of the faculty/school to ensure efficiency, effectiveness and timeliness, consistent with policies and procedures.

• Schedule and prepare for meetings including preparing agenda and meeting papers, manage submission deadlines, venue booking, logistics and hospitality arrangements, etc.
• Provide reception services in a pleasant, professional and composed manner to all.
• Undertake any other duties that may be assigned from time to time and assist on follow up with relevant personnel.

JOB SPECIFICATIONS

MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION

Bachelor's degree or its equivalent.

RELATED EXPERIENCE

Preferably three (3) years of working experience in the same capacity.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

(Required for successful performance)

• Strong operational and administrative skills
• Planning, organising and coordination skills
• Good customer service, Interpersonal and communication skills
• Highly proficient in both written and spoken English
• Demonstrated oral and written communication skills in English. Bahasa Malaysia will be an added advantage
• Project management skills
• Problem solving skills
• Computer skills

COMPETENCIES (BEHAVIOURAL)

• Flexible and adaptable
• Pleasant Personality
• Attention to details
• Dedicated and trustworthy
• Diligent and self-motivated
• Good team player
• Works with integrity
• Upholds organizational values