EXECUTIVE AFFAIRS

World Vision; Selangor; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading non-profit organization in Malaysia is looking for an Executive Affairs professional to provide high-level administrative and strategic support to the CEO and the Board of Trustees. This role involves coordinating board meetings, ensuring effective communication, managing the CEO’s calendar, and assisting with strategic planning. Ideal candidates will have a Bachelor’s degree and at least 5 years of executive support experience. Strong organizational and communication skills are essential.

Qualifications

• Minimum 5 years of experience in executive support or organizational coordination.
• Experience with C-suite or Board engagement preferred.
• Familiarity with nonprofit governance is an advantage.

Responsibilities

• Serve as the primary liaison between the organization and the Board of Trustees.
• Plan and coordinate all Board and Executive Leadership meetings.
• Manage and maintain the CEO’s calendar and travel arrangements.
• Assist in tracking organizational strategic priorities.
• Provide administrative support to selected executive leaders.

Skills

Excellent communication

Strong organizational skills

Discretion in handling sensitive information

Multitasking abilities

Proficient in Microsoft Office Suite

Education

Bachelor’s degree in Business Administration or related

Tools

Microsoft Office Suite

Zoom

Teams

Job description

The Executive Affairs role provides high-level administrative, governance, and strategic support to the Chief Executive Officer (CEO) and the Board of Trustees.

This position ensures smooth coordination of board and leadership meetings, maintains effective communication between the CEO, Executive Leadership Team, and global partners, and supports the tracking of strategic priorities and organizational initiatives. The role demands professionalism, confidentiality, and strong organizational skills to ensure that the Executive Office operates efficiently and effectively in alignment with World Vision Malaysia’s mission and values.

The final designation (Senior Executive / Assistant Manager) will depend on the candidate’s experience, leadership capability, and performance during the selection process.

KEY RESPONSIBILITIES

• Serve as the primary liaison between the organization and the Board of Trustees, ensuring professional and timely communication.
• Plan and coordinate all Board and Executive Leadership meetings, including agenda development, document preparation, logistics (venue, hospitality, technology setup), and minute-taking.
• Draft and distribute accurate, high-quality minutes for Board and Executive Leadership meetings, ensuring clarity on decisions and next steps.
• Track action items and follow up with relevant departments to ensure progress on resolutions and Board-mandated initiatives.
• Manage Board travel arrangements, including flights, accommodations, itineraries, and reimbursements.
• CEO Support
• Manage and maintain the CEO’s calendar, prioritizing meetings, appointments, and engagements with both internal and external stakeholders.
• Coordinate domestic and international travel for the CEO, including flight bookings, accommodations, ground transport, visa applications, and expense reconciliations.
• Prepare briefing notes, meeting decks, and talking points to support the CEO’s engagements, speeches, and external representation.
• Assist in maintaining strong relationships with global and regional World Vision offices, donors, and mission-aligned leaders.
• Support the CEO in managing confidential correspondence and sensitive documents with discretion and professionalism.
• Strategic Planning & Progress Tracking
• Assist the CEO in tracking organizational strategic priorities, ensuring that key performance targets and milestones are achieved.
• Work closely with departmental leads to gather updates and monitor the implementation of Board and Executive Leadership decisions.
• Maintain a consolidated overview of key deliverables, dashboards, and progress reports.
• Support documentation and preparation for strategic reviews, retreats, or leadership planning sessions.
• Executive Office Operations
• Provide administrative support to selected executive leaders or visiting international executives, including travel coordination, documentation, and meeting support.
• Ensure the Executive Office’s systems and records (digital and physical) are organized and up-to-date.
• Manage vendor relations and logistics for events hosted by the Executive Office.
• Uphold the highest level of confidentiality, professionalism, and organizational representation in all internal and external engagements.
• Organizational Collaboration & Culture
• Collaborate closely with the Executive Leadership, P&C, and Communications in preparing key organizational communications, speeches, and announcements.
• Support the coordination of leadership and Board retreats, regional visits, and donor meetings.
• Contribute to building a culture of excellence, unity, and accountability within the Executive Office and across departments.
• Model World Vision’s Christian values through integrity, humility, and service in all professional interactions.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree in Business Administration, Communications, Management, or related discipline.
• Minimum 5 years of experience in executive support, governance, or organizational coordination; experience with C‑suite or Board engagement preferred.
• Excellent communication, writing, and presentation skills.
• Strong organizational and multitasking abilities with a high degree of attention to detail.
• Proven discretion in managing sensitive and confidential matters.
• Proficient in Microsoft Office Suite and virtual meeting platforms (e.g., Zoom, Teams).
• Familiarity with nonprofit governance and international coordination is an advantage.

CORE COMPETENCIES

• Executive Support Excellence: Anticipates needs, plans proactively, and ensures accuracy in every deliverable.
• Governance & Coordination: Manages Board and leadership processes with professionalism and precision.
• Communication & Diplomacy: Communicates effectively with diverse stakeholders at all levels.
• Strategic Awareness: Understands organizational priorities and aligns support to leadership goals.
• Confidentiality & Integrity: Exercises sound judgment in handling sensitive information.
• Values-Driven Collaboration: Demonstrates humility, grace, and teamwork in service to the mission.

PERFORMANCE INDICATORS

• Timeliness and quality of Board papers, meeting minutes, and CEO support deliverables.
• Efficiency of executive office coordination and communication flow.
• Responsiveness and reliability in managing confidential matters.
• Contribution to overall alignment and progress of organizational priorities.
• Professional representation of WVM’s mission and Christian values in all engagements.