Executive Assistant to CAO | Admin & Projects

Little Caliphs International; Shah Alam; On-site; MYR 39,000 - 58,000; Full time

Benefits offered by this job

Lunch provided

Training is provided

Job summary

The Little Caliphs International Sdn Bhd is seeking an Admin Executive to support the Chief Academic Officer. You will manage calendars, prepare agendas, minutes, and maintain confidential documents, serving as the primary liaison with internal and external stakeholders.

Responsibilities include coordinating academic programmes, preparing proposals and reports, handling communications, and ensuring timely follow-ups while maintaining an organized office environment.

Qualifications

• Minimum Diploma or Bachelor’s Degree in Business Administration, Supply Chain, Logistics, or related field.
• Fresh graduates are encouraged to apply, experience in customer service, sales administration, or order management is an advantage.
• Strong organizational and time-management skills with attention to detail.
• Good communication skills (verbal and written) in English and Bahasa Malaysia.
• Customer-oriented with problem-solving ability.
• Proficient in Microsoft Office (Excel, Word, Outlook) is an added advantage.
• Ability to multitask and handle order processing in a fast-paced environment.
• Experience in handling customer inquiries, sales orders, delivery schedules, and documentation will be an advantage.

Responsibilities

• Act as the primary Personal Assistant to the Chief Academic Officer.
• Manage CAOS calendar, meetings, appointments, and reminders.
• Prepare meeting agendas, minutes of meetings (MoM), follow-ups, and action trackers.
• Handle confidential documents, correspondence, and sensitive academic information.
• Serve as the main point of contact between the CAO and internal/external stakeholders.
• Assist in coordinating academic programmes, initiatives, and implementations under the CAO.
• Support preparation and compilation of academic documents, proposals, reports, SOPs, and guidelines.
• Assist in research, benchmarking, and content preparation related to early childhood education and academic development.
• Draft and manage official academic communications, emails, memos, and notices.
• Coordinate with internal departments, branch operators, trainers, and academic teams on behalf of the CAO.
• Ensure accurate dissemination of academic information and updates.
• Professionally handle incoming phone calls, emails, and messages, ensuring timely follow-up and accurate communication.
• Maintain organized filing systems for academic records, reports, and correspondence.
• Prepare summaries, presentations, and reports for management review.
• Provide comprehensive administrative and editorial support for academic materials, overseeing the process from initial development to final release, ensuring accuracy, quality, and proper documentation.
• Support the CAO in strategic academic planning and execution.
• Provide administrative and operational support for academic projects as assigned.
• Coordinate and manage logistical arrangements, including travel bookings, accommodation, and related administrative requirements, to ensure smooth execution of academic and operational activities.
• Assist in processing director’s claims and reimbursements, ensuring accuracy, compliance, and timely submission in accordance with organizational procedures.
• Ensure the office environment is clean, presentable, and hospitable.
• Maintain office supplies and work stations for other colleagues.
• Attend company functions and networking events.

Skills

Organizational skills

Time management

Communication skills

Microsoft Office

Education

Diploma or Bachelor's degree

Tools

Excel

Word

Outlook

Job description

The Little Caliphs International Sdn Bhd is seeking an Admin Executive to support the Chief Academic Officer. You will manage calendars, prepare agendas, minutes, and maintain confidential documents, serving as the primary liaison with internal and external stakeholders.

Responsibilities include coordinating academic programmes, preparing proposals and reports, handling communications, and ensuring timely follow-ups while maintaining an organized office environment.