Administrative Executive

AECC GLOBAL MALAYSIA SDN. BHD.; Subang Jaya; On-site; MYR 36,000 - 60,000; Full time

Job summary

AECC Global Malaysia in Subang Jaya is seeking an Administrative Assistant to support visa application processes. You will prepare documents, liaise with clients, draft letters, and maintain client records.

The role requires strong organisation, attention to detail, and the ability to work independently, with proficiency in Microsoft Office. The successful candidate will be detail-oriented and capable of handling multiple cases in a fast-paced environment.

Qualifications

• Attention to detail to ensure all documents are complete before submission.
• Strong organisation to manage multiple cases, deadlines and priorities.
• Excellent written and verbal communication, professional and client-friendly.
• Self-motivated and dependable, able to work independently.
• Calm under pressure with a solution-oriented approach during busy periods.
• Proficient with Microsoft Office Suite and digital record-keeping.
• Prior visa or migration admin experience is preferred but not essential.
• Bachelor's degree or higher in Business or related field.

Responsibilities

• Prepare and check visa application documents for completeness and accuracy.
• Communicate with clients to request, clarify, or follow up on required documentation.
• Draft letters, forms, and reports as required by immigration processes.
• Maintain and update client records and application statuses in our database system.
• Monitor and manage visa application deadlines to ensure timely lodgement.
• Assist in maintaining compliance with immigration procedures and regulations.
• Support team workflow and assist colleagues with administrative tasks when needed.
• Managing incoming calls.
• Monitor and manage student application deadlines to ensure timely lodgement.

Skills

Attention to detail

Organisational skills

Communication

Independent work

Calm under pressure

Microsoft Office

Documentation management

Visa/admin experience

Education

Bachelor's degree in Business/Communication

Tools

Database systems

Digital record-keeping systems

Job description

We are seeking a highly organised and detail-oriented Administrative Assistant to join our team, with a primary focus on supporting the administrative processes involved in visa applications. This role requires strong communication skills, excellent time management, and the ability to work independently with accuracy and professionalism.

Key Responsibilities:

Prepare and check visa application documents for completeness and accuracy

Communicate with clients to request, clarify, or follow up on required documentation

Draft letters, forms, and reports as required by immigration processes

Maintain and update client records and application statuses in our database system

Monitor and manage visa application deadlines to ensure timely lodgement

Assist in maintaining compliance with relevant immigration procedures and regulations

Support overall team workflow and assist colleagues with administrative tasks when needed

Managing incoming calls

Monitor and manage student application deadlines to ensure timely lodgement

Requirements

Skills & Qualifications:

High attention to detail – ensures documentation is accurate and complete before submission

Strong organisational skills – able to manage multiple cases, deadlines, and priorities effectively

Excellent written and verbal communication – professional, clear, and client-friendly

Self-motivated and dependable – can work independently and take ownership of assigned tasks

Calm under pressure – maintains a positive and solution-oriented approach during busy periods

Proficient with Microsoft Office Suite and comfortable using digital record-keeping systems

Prior experience in visa or migration-related administrative work is preferred but not essential

Bachelor's degree or higher in Business, communication, or related field.

What We’re Looking For:

A team player who takes initiative and ownership of their responsibilities

Someone who thrives in a fast-paced environment and adapts easily to changing priorities

A confident communicator who understands the importance of discretion and confidentiality

AECC Global is an education consultancy founded in 2008 with an aim to minimize the challenges international students faced in their global education. Today our footprint spans driving excellence in the 15 countries and increasing and we are committed to global student recruitment industry.

We work on your behalf as an independent representatives of over 300 top universities and educational institutions across the globe that we’ve vetted, giving you a wide range of choices backed by an intimate knowledge of each institution.