Administrative Assistant - Advancement

The International School of Kuala Lumpur (ISKL); Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

ISKL, located in Kuala Lumpur, seeks an Administrative Assistant to support the Advancement Department with proactive organization, clear communication, and reliable problem-solving for smooth operations.

The role manages admin tasks, data records, event logistics, budgets, and vendor coordination, requiring confidentiality, teamwork, and the ability to handle multiple tasks with integrity in a busy school environment.

Qualifications

• Institutional admin/operations experience preferred.
• Experience handling confidential information with discretion.
• Proficiency in English; Bahasa Malaysia an advantage.

Responsibilities

• Provide comprehensive daily administrative support to the Advancement team, including document preparation, travel coordination, filing, and office supply management.
• Maintain and update donor, alumni, and prospective records with high data accuracy and PDPA/confidentiality compliance.
• Coordinate events and fundraising logistics, liaising with internal departments and external vendors.
• Support budget processes by processing requisitions, quotes, and expense reconciliation.
• Assist with campaign timelines, deadlines, asset dispatch, and collateral tracking.
• Arrange logistics for staff and volunteers including orientation and training scheduling.

Skills

Administrative

Data management

Multitasking

Communication

Organizational skills

Education

Bachelor's degree or equivalent

Tools

Google Workspace

Job description

The Administrative Assistant plays a vital role in supporting the day-to-day operations of the Advancement Department. This role requires a proactive team player with strong organizational, communication, and problem-solving skills who can manage multiple responsibilities efficiently and with integrity. The role is responsible for providing administrative, operational, and data management support to ensure smooth departmental workflow, effective stakeholder engagement, and timely execution of key initiatives aligned with the department’s goals and the school’s mission.

RESPONSIBILITIES include but are not limited to:

Provide comprehensive daily administrative support to the Advancement team, including document/presentation preparation, travel coordination, office supply management, and filing system upkeep.

Maintain and regularly update donor, alumni, and prospective parent records and external directory listings, ensuring high data accuracy and strict adherence to PDPA/confidentiality protocols.

Coordinate operational and logistical needs for departmental events and fundraising campaigns, serving as the main liaison between internal departments (Facilities, Tech, Catering) and external vendors.

Support departmental budget processes by processing purchase requisitions, sourcing vendor quotes, reconciling expenses, and tracking asset inventory.

Assist with campaign timelines by monitoring deadlines, dispatching advertising assets to media vendors, scheduling participants/talent, and tracking collateral finalization.

Handle logistics for incoming and outgoing staff or volunteers, including orientation prep and scheduling required compliance training modules.

Provide ad-hoc administrative and operational support as required.

Personal attributes

Strong organizational skills, ability to multitask, prioritize, and attention to detail.

Demonstrates a high level of integrity, professionalism, and discretion when handling confidential information.

Collaborative and people-oriented, with the ability to build positive relationships with internal and external stakeholders.

Resourceful and adaptable, with the ability to work independently and manage competing priorities.

Embodies ISKL’s culture by demonstrating empathy, care, and commitment to collective efficacy and inclusion.

Energetic and organized - brings a positive energy to the team, staying focused on priorities even when things move quickly.

Adaptable to an evolving environment and is quick to embrace new systems, processes, and ways of working.

Qualifications and experience preferred

Bachelor's degree or an equivalent qualification in a related field is preferred.

Experience in an administrative or operations-related role. Experience within an educational or non-profit organisation would be a strong advantage.

Experience using Google Workspace applications, with the ability to quickly learn and manage databases or other systems.

Proficiency in both written and verbal communication in English and Bahasa Malaysia would be an advantage.

Strong attention to detail with excellent organisational and time-management skills.

Role holders are expected to be fully committed and supportive of ISKL’s ongoing commitment to fostering, cultivating, and preserving ISKL Values by holding themselves accountable and by modeling this commitment in the execution of duties and responsibilities in ISKL.

This role profile describes the core output expected in this role. It does not encompass a comprehensive list of specific tasks, temporary activities, or projects initiated as a result of changing contexts. Agility and a growth mindset are expected of all our employees.

PROCEDURES

Interview

Only those short-listed for an interview will be contacted. The decision and notification of the successful candidate will be made as soon as the interview process is complete.

(Closing date to receive applications: August 21, 2026)

Candidates should be aware that in the event an exceptional applicant is identified early in the search process, ISKL reserves the right to make an appointment before the deadline. Interested candidates are therefore advised to apply as early as possible.

Welcome to ISKL

Since 1965, The International School of Kuala Lumpur (ISKL) has been a center of excellence in international education.

ISKL is a co-educational, private, non-profit school responsible for the learning journey of over 1,800 students aged 3-18, representing over 60 nationalities, at its campus in the heart of Kuala Lumpur.

ISKL offers a robust international curriculum which combines leading North American educational frameworks with global best practice. The curriculum recognizes that students are on a lifelong learning journey and is driven by ISKL’s purpose to prepare our students for life itself.

Welcome to ISKL

Since 1965, The International School of Kuala Lumpur (ISKL) has been a center of excellence in international education.

ISKL is a co-educational, private, non-profit school responsible for the learning journey of over 1,800 students aged 3-18, representing over 60 nationalities, at its campus in the heart of Kuala Lumpur.

ISKL offers a robust international curriculum which combines leading North American educational frameworks with global best practice. The curriculum recognizes that students are on a lifelong learning journey and is driven by ISKL’s purpose to prepare our students for life itself.

What can I earn as an Administration Officer