Admin Assistant (Fresh graduates)

City University Malaysia; Sepang; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading university in Malaysia is seeking an Administrative Assistant to support the Deputy Vice Chancellor with scheduling, communications, and event coordination. The ideal candidate will have strong organizational skills, fluency in English and Chinese, and the ability to work independently. This onsite position requires flexibility during peak periods.

Qualifications

• 1-2 years in a similar administrative or PA role, preferably in a higher education environment.
• Fluency in English and Chinese (Mandarin) - both spoken and written.
• Ability to multitask and work independently under minimal supervision.

Responsibilities

• Manage daily schedule, appointments, and travel arrangements for the DVC.
• Organize meetings and coordinate logistics for events.
• Liaise with departments and support various ad hoc tasks.

Skills

Organizational skills

Communication skills

Time management

Education

Diploma or Bachelor’s Degree in Business Administration

Communications or related field

Tools

Microsoft Office Suite

Job description

Manage the DVC’s daily schedule, appointments, meetings, and travel arrangements.

Draft, prepare, and proofread letters, emails, reports, presentations, and official documents in English and Chinese (Mandarin).

Handle incoming and outgoing communications, including filtering and prioritizing requests.

Ensure the DVC is briefed and prepared for all meetings and events.

2. Meeting & Event Coordination

Organize meetings, prepare agendas, take accurate minutes, and follow up on action items.

Coordinate logistics for official visits, events, and internal/external meetings.

Maintain proper records and filing systems for all DVC-related activities and documentation.

3. Ad Hoc and Special Assignments

Provide support on various ad hoc administrative tasks, special projects, and strategic initiatives.

Liaise with other departments and stakeholders as directed by the DVC.

Ensure timely execution and follow-through of all assignments.

Requirements:

Education: Diploma or Bachelor’s Degree in Business Administration, Communications, or a related field.

Experience: Minimum 1–2 years in a similar administrative or PA role, preferably in a higher education environment.

Must be fluent in English and Chinese (Mandarin) – both spoken and written.

Skills and Competencies:

Excellent organizational and time management skills.

Strong interpersonal and communication skills.

High level of discretion and professionalism.

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

Ability to multitask and work independently under minimal supervision.

Working Conditions:

Onsite position with flexibility required during peak periods.

May occasionally support activities outside standard working hours.