Administrative Executive

Kolej Yayasan UEM; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A prestigious educational institution in Selangor is seeking a dedicated Administrative Executive to provide comprehensive administrative support. Responsibilities include coordinating office management, supporting departmental activities, and ensuring efficient operations. The ideal candidate should have a diploma/degree in Business Administration and 3–5 years of relevant experience. Strong organizational and communication skills are essential. Join us to support a leading college known for its academic excellence.

Qualifications

• Minimum 3–5 years of experience in administration or executive support, preferably at management level.
• Ability to handle confidential information with professionalism and discretion.
• Proactive, resourceful, and able to work independently with minimal supervision.

Responsibilities

• Provide comprehensive administrative and executive support to the Head of General Administration.
• Coordinate office management activities for the OS Department.
• Prepare agendas, collect meeting materials, and take minutes.
• Monitor and maintain all administrative department assets.
• Lead and manage the department’s document control system.

Skills

Organizational skills

Communication skills

Attention to detail

Proficiency in MS Office

Discretion in handling confidential information

Education

Diploma or Degree in Business Administration or related field

Job description

Add comprehensive administrative and executive support to the Head of General Administration, ensuring efficient office operations, high confidentiality, effective coordination of departmental activities, and smooth execution of administrative processes across the Operations & Services (OS) Department (three core sub‑departments: Administration’s Office, Food and Business Development & Marketing).

Key Responsibilities

1. Executive & Confidential Administrative Support

Perform a wide range of administrative and executive support tasks involving highly confidential and sensitive information.

Research, compile, monitor, and prepare private/confidential reports, documents, and briefings for the OS and relevant executives.

Manage incoming correspondence and documents, assess their importance, organize and handle matters appropriately, and escape items requiring Head of Operation & Services (HOS) attention.

2. Office Management & Coordination

Coordinate office management activities for the OS Department, including the support staff under the department.

Act as liaison between HOS, internal staff, external parties, subordinates, and vendors by communicating directives, instructions, and assignments, and following up on progress.

Produce various documents and materials (letters, charts, LOAs, reports) in final form.

3. Monitoring, Reporting & Documentation

Provide timely updates to the HOS and office team on all ongoing issues, schedules, and departmental matters.

Monitor Dining Hall and Cafeteria operations, including progress reports, menu updates, and timetabling.

Maintain and monitor all contractual listings, track contract expiry dates, and initiate renewal processes at least 3 months before expiry.

Manage and maintain the OS Department organization chart and manpower records.

Liaise directly with suppliers to obtain the best pricing for Dining Hall and Cafeteria operations within approved budgets.

Assist in procurement‑related matters for OS Department Office when required.

5. HR & Administrative Records Management

Prepare and maintain job descriptions for all positions within the OS Department.

Ensure accurate and up‑to‑date personnel files, including disciplinary letters, memos, attendance records, and other official correspondence.

Monitor leave entitlement and leave applications for staff under OS Department.

Assist HOS in compiling KPI‑related documentation for all staff under OS Department.

6. Meeting, Event and Documentation Support

Prepare agendas, collect meeting materials, take minutes, and maintain records of proceedings.

Plan, monitor, and coordinate arrangements for professional conferences and internal events.

Support KYUEM events such as Awards Day, Open Day, Parents Day, and provide refreshments arrangements for visitors, sponsors, or parents.

Update and maintain the KYUEM Office Phone Directory.

7. Asset Management

Monitor and maintain all administrative department assets, including tracking asset movements, updating records, coordinating repairs, and ensuring compliance with organizational policies.

8. Document Control Management

Lead and manage the department’s document control system, ensuring proper structure, timely updates, secure storage, confidentiality, and compliance with organizational standards.

Oversee document distribution, retrieval, and filing to maintain accuracy and integrity.

9. Other Duties

Perform any other responsibilities as assigned by the HOS or Management.

Qualifications and Skills

Diploma or Degree in Business Administration, Office Management, or related field.

Minimum 3–5 years of experience in administration or executive support, preferably at management level.

Strong organizational skills and attention to detail.

Ability to handle confidential information with professionalism and discretion.

Excellent communication and coordination skills.

Proficient in MS Office applications and document control systems.

Proactive, resourceful, and able to work independently with minimal supervision.

Your application will include the following 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?
• How many years of asset management experience do you have?

Kolej Yayasan UEM (KYUEM) is a prestigious, fully residential A-Level college located in Lembah Beringin, Selangor, Malaysia. Graduates attain some of the best A-Level results in the world, and the college consistently ranks among the finest colleges in SE Asia. Students are taught by an internationally diverse and widely experienced faculty from Malaysia and overseas. The college teaches AS and A-Level students only, in two annual intakes: a 24‑month programme in July and an 18‑month programme in January.