Administrative Executive

Xiamen University Malaysia; Sepang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A prominent academic institution located in Selangor is seeking an Administrative Executive for the China-ASEAN College of Marine Sciences. The successful candidate will manage the department's administration, provide support to academic staff, and ensure quality assurance procedures. Proficiency in English and Mandarin is essential, and knowledge of Malay is an advantage. The role requires a dynamic, organized individual committed to continuous improvement and professionalism.

Qualifications

• University degree in any discipline required.
• Proficient in English and Mandarin essential.
• Ability to communicate in Malay is an added advantage.

Responsibilities

• Manage general administration of the department.
• Assume role of secretary to management committee.
• Document departmental events and generate reports.
• Provide support to academic staff.
• Manage the student life cycle from registration to graduation.
• Liaise with academic boards and external partners.
• Maintain quality assurance in course evaluation.
• Translate and edit departmental documents.

Skills

Proficient in English

Proficient in Mandarin

Good organizing abilities

Interpersonal skills

Communication skills

Team player

Education

University degree in any discipline

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

Administrative Executive - China-ASEAN College of Marine Sciences

Location: Xiamen University Malaysia – Sepang, Selangor

Key Responsibilities

• Managing the general administration of the department.
• Assuming the role of secretary to the management committee, inclusive of preparation of agendas and keeping of minutes.
• Documentation of all departmental events including photography and generating reports.
• Providing administrative support to a team of academic staff inclusive of assistance in course portfolio preparation and record keeping.
• Managing the student life cycle from registration/admission to graduation.
• Liaising and working with academic boards, governing bodies, task groups and collaborating partners to ensure implementation of updated practices and maintenance of constant dialogue.
• Communicating with partner institutions, external agencies, government departments and prospective students.
• Maintaining up-to-date and high levels of quality assurance, including course evaluation and course approval procedures.
• Translation and editing of departmental documents including presentation files and promotional materials.
• Assisting in the preparation of proposals for smooth running of the department.
• Supporting the review and streamlining of processes for efficient and effective running of the department.
• Other duties as assigned by the management.

Requirements / Qualifications

• A university degree in any discipline.
• Proficient in English and Mandarin.
• Able to communicate by Malay will be an added advantage.
• Proficient in Microsoft Office (Word, Excel and PowerPoint).
• A team player with good organizing abilities, interpersonal and communication skills.
• Ability to work well in a team.
• A dynamic and motivated individual with a keen interest in continuous improvement and work excellence.
• Commitment to diversity, equity and inclusion in a vibrant academic setting.
• Energetic and ability to demonstrate good judgment, tact and professionalism.

Interested candidates are encouraged to submit their applications online via “Apply Here” or email their CV, along with copies of academic transcripts and supporting documents, to *************@xmu.edu.my.

We thank all applicants for their expressed interest. However, ONLY shortlisted applicants will be notified.