Executive - Faculty Office

Taylor's University; Shah Alam; On-site; MYR 40,000 - 54,000; Full time

Job summary

Taylor's University in Malaysia seeks an Administrative Assistant to support the Executive Dean's Office. The role coordinates administrative functions, schedules meetings, and liaises with internal and external stakeholders.

You will take and distribute meeting minutes, assist with events, travel arrangements, and maintain filing systems while ensuring confidentiality and timely operations. Minimum degree and at least three years of relevant experience; strong English communication and computer

Qualifications

• Bachelor’s degree or equivalent required.
• Minimum of three years in a similar administrative role preferred.
• Strong written and spoken English; Bahasa Malaysia is an added advantage.

Responsibilities

• Prepare and distribute documents, reports, and correspondence.
• Coordinate and support Executive Dean's Office projects and meetings.
• Assist Heads of Schools and Programme Directors with programmes and documentation.
• Organise events, conferences, and travel arrangements.
• Maintain a systematic filing system and ensure confidentiality.
• Update website/newsletters and assist with digital content uploads.

Skills

Operational skills

Planning & coordination

Customer service

English proficiency

Communication skills

Project management

Problem solving

Computer skills

Education

Bachelor’s degree or equivalent

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

This position will provide administrative and managerial support within Executive Dean's Office. The role involves coordinating and executing various administrative functions to ensure the efficient operation of the office and effective communication with internal and external stakeholders. This position is also responsible for scheduling periodical meetings, coordinating faculty/school’s events and take meeting minutes.

AREAS OF RESPONSIBILITIES

• Prepare and distribute documents, reports, and correspondence as required.
• Support the Executive Dean in managing specific projects, including data analysis, and documentation.
• Support the Head of Schools and Programme Directors in managing School Programmes and documentation.
• Prepare and distribute documents, reports, and correspondence as required.
• Collaborate with various departments to ensure smooth communication and coordination of activities.
• Assist in organizing events, conferences, and other functions as needed.
• Arrange travel plans, accommodations, and itineraries as required.
• Manage and update website and newsletters to ensure current and relevant content as well support school on digital content upload on to the portal.
• Establish a systematic filing system for both online and printed records, ensuring the security and confidentiality of sensitive information.
• Execute assigned duties in daily operations of the faculty/school to ensure efficiency, effectiveness and timeliness, consistent with policies and procedures.

ADDITIONAL RESPONSIBILITIES

• Schedule and prepare for meetings including preparing agenda and meeting papers, managing submission deadlines, venue booking, logistics and hospitality arrangements, etc.
• Provide reception services in a pleasant, professional and composed manner to all.
• Undertake any other duties that may be assigned from time to time and assist on follow-up with relevant personnel.

JOB SPECIFICATIONS

• Schedule and prepare for meetings including preparing agenda and meeting papers, managing submission deadlines, venue booking, logistics and hospitality arrangements, etc.
• Provide reception services in a pleasant, professional and composed manner to all.
• Undertake any other duties that may be assigned from time to time and assist on follow-up with relevant personnel.

MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION

Bachelor’s degree or its equivalent.

RELATED EXPERIENCE

Preferably three (3) years of working experience in the same capacity.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

(Required for successful performance)

• Strong operational and administrative skills
• Planning, organising and coordination skills
• Good customer service, Interpersonal and communication skills
• Highly proficient in both written and spoken English
• Demonstrated oral and written communication skills in English. Bahasa Malaysia will be an added advantage
• Project management skills
• Problem solving skills
• Computer skills