Extra Curricular Activities Executive

Xiamen University Malaysia; Sepang; On-site; MYR 45,000 - 78,000; Full time

Job summary

Xiamen University Malaysia – Sepang, Selangor is seeking a dedicated coordinator to oversee the administration, development, and compliance of clubs and societies under the Performing Arts and Culture & Arts categories, while managing events, student registration, orientation programmes, and inventory.

You will staff-advice clubs, guide student leaders, review proposals, monitor policy compliance, and coordinate festivals such as Chinese New Year, Hari Raya, and Deepavali, ensuring smooth

Qualifications

• Bachelor's degree in Arts Management, Event Management, Performing Arts, Business Management, or related field.
• Fresh graduates are encouraged to apply; relevant experience in student affairs or event coordination is a plus.
• Strong organisational, communication, and interpersonal skills.
• Proficient in English; Bahasa Malaysia and Mandarin skills are an added advantage.
• Willing to work flexible hours, including evenings and weekends for events.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Serve as Staff Advisor for assigned Performing Arts and Culture & Arts clubs and societies.
• Guide student leaders on governance, administration and event management.
• Review club proposals, reports, annual plans, and related documentation.
• Monitor club compliance with university policies and ECA guidelines.
• Coordinate major festival celebrations and campus events.
• Manage student registration, arrival and orientation-related programmes.
• Coordinate event logistics, venue arrangements, publicity, equipment, and operational requirements.
• Liaise with internal and external stakeholders for smooth event implementation.
• Prepare event reports, evaluations and post-event documentation.

Skills

Organization

Communication

Interpersonal skills

Teamwork

Education

Bachelor's degree in Arts Management, Event Management, Performing Arts, Business Management, Communication

Job description

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Xiamen University Malaysia – Sepang, Selangor

To coordinate and oversee the administration, development, and compliance of assigned clubs and societies under the Performing Arts and Culture & Arts categories, while managing ECA events, festivals, student registration and orientation programmes, and ECA inventory. The position supports student engagement and leadership development by ensuring activities, events, and resources are effectively managed in accordance with university policies and operational requirements.

Key Responsibilities / Job Description:

A. Clubs & Societies Management (Performing Arts & Culture)

Serve as the Staff Advisor for assigned Performing Arts and Culture & Arts clubs and societies.

Guide student leaders on club governance, administration, and event management.

Review club proposals, reports, annual plans, and related documentation.

Monitor club compliance with university policies, procedures, and ECA guidelines.

Facilitate communication between clubs, advisors, departments, and external stakeholders.

Plan, coordinate, and execute ECA programmes, festivals, and university-wide student activities.

Coordinate major festival celebrations, including Chinese New Year, Hari Raya, Deepavali, Christmas, and other assigned events.

Manage student registration, arrival, and orientation-related programmes.

Coordinate event logistics, venue arrangements, publicity, equipment, and operationalrequirements.

Liaise with internal and external stakeholders to ensure smooth event implementation.

Prepare event reports, evaluations, and post-event documentation.

C. Inventory & Asset Management

Manage ECA equipment, inventory, and asset records.

Coordinate equipment borrowing, return, maintenance, and storage.

Conduct periodic inventory inspections and stock verification.

Ensure proper usage, safekeeping, and accountability of ECA assets.

D. Administration & Compliance

Maintain records, reports, and documentation related to clubs, events, and inventory.

Prepare official correspondence, meeting minutes, and administrative reports.

Monitor compliance with ECA policies, guidelines, and operational procedures.

Assist in data collection, statistics, and student engagement reporting.

Perform other duties assigned by the University from time to time.

Requirements / Qualifications:

Bachelor's degree in Arts Management, Event Management, Performing Arts, Business Management, Communication, or a related field.

Fresh graduates are encouraged to apply. Relevant experience in student affairs, arts management, or event coordination is an added advantage.

Strong organisational, communication, and interpersonal skills.

Passionate about student development, performing arts, and cultural programmes.

Able to manage multiple tasks, meet deadlines, and work collaboratively in a team.

Proficient in English; proficiency in Bahasa Malaysia and mandarin is an added advantage.

Willing to work flexible hours, including evenings and weekends, when required for events and performances.