Administrative Executive / Assistantant (Junior Role)

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Job Responsibilities:

Provide day-to-day administrative assistance to the department, faculty, and students.

Organize meetings, appointments, and manage calendars for the department head or other senior staff.

Handle routine correspondence, including emails, letters, and phone calls.

Document Management:

Assist in the preparation, processing, and filing of academic, financial, and administrative documents.

Ensure proper maintenance and confidentiality of records and files.

Support in the preparation and dissemination of reports, notices, and bulletins.

Event Coordination:

Assist with organizing university events, workshops, seminars, and meetings.

Coordinate logistics such as venues, materials, and travel arrangements for guest speakers or faculty members.

Student and Staff Support:

Provide assistance and information to students regarding academic programs, schedules, and university policies.

Assist in processing applications, registrations, and student records.

Act as a liaison between students, staff, and university departments.

Office Management:

Maintain office supplies and ensure the smooth running of office operations.

Handle basic financial transactions, including petty cash management and processing reimbursements.

Assist in preparing budgets, tracking expenditures, and compiling financial reports.

Communication & Coordination:

Act as a point of contact for internal and external stakeholders, ensuring smooth communication and coordination.

Ensure effective communication between departments, students, and faculty.

Perform general clerical duties, such as data entry, photocopying, and faxing.

Other Duties:

Perform other duties as assigned by the supervisor or department head.

Qualifications:

Minimum bachelor’s degree or Diploma in Business Administration.

At least 1-2 years of experience in administrative support or office management. Experience in a university or educational setting is an advantage.

Prior experience working in a university environment, supporting academic or administrative functions.

Strong verbal and written communication skills in English (knowledge of Malay is an added advantage).

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to multitask, prioritize tasks, and meet deadlines.

Strong organizational skills and attention to detail.

Ability to work independently and as part of a team.

Excellent interpersonal skills with the ability to communicate effectively with students, staff, and external stakeholders.

Knowledge of basic office management and record-keeping procedures.

Application Questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as an Administration Executive?
• Which of the following Microsoft Office products are you experienced with?
• Do you have data entry experience?