Manager - Chancellery

Sunway University; Subang Jaya; On-site; MYR 80,000 - 100,000; Full time

Job summary

A leading educational institution in Malaysia is seeking a manager to provide high-level executive support to the university's leadership. The role involves managing complex schedules, coordinating with various departments, and ensuring effective governance and stakeholder engagement. Candidates should have a Bachelor’s degree, extensive experience in executive roles, and strong organizational and communication skills. This position upholds high standards of professionalism and requires handling confidential information with integrity.

Qualifications

• At least seven years of relevant experience in executive support or university administration.
• Experience coordinating with government agencies and industry partners.
• Familiarity with higher education governance and institutional protocols.

Responsibilities

• Manage diaries and scheduling of appointments.
• Coordinate with the President’s office to ensure alignment of priorities.
• Provide secretariat support for committees chaired by the Provost.

Skills

Excellent organizational skills

Stakeholder management

Communication skills

Attention to detail

Education

Bachelor’s degree in relevant field

Job description

Overview

Sunway University is seeking a manager to provide high-level executive, secretariat, and administrative support to the Provost and Deputy Vice-Chancellor (DVC) as well as the Pro Vice-Chancellor of Education, Employability and Alumni (PVC-EEA), ensuring that the Chancellery functions as the central and effective administrative, coordination, and governance hub of the University. The role supports senior leadership operations, institutional governance, and engagement with government agencies, regulators, industry partners, and key external stakeholders, while upholding the highest standards of professionalism, discretion, and institutional integrity.

Responsibilities

• Managing diaries, timetables and scheduling of appointments and meetings.
• Coordinating with the President’s office to ensure alignment of diary, priorities, and strategic engagements.
• Manage and provide secretariat support for committees chaired and designated by the Provost and DVC.
• Preparing, collating and distributing agenda papers, minute-taking, coordinating briefing materials, correspondence and tracking follow-up actions and decisions.
• Liaising with other departments within the Sunway Education Group and Sunway Group on logistical arrangements.
• Managing and processing claims and reimbursements, ensuring compliance with the relevant policies and procedures.
• Manage communications (to and by the Provost’s and PVC’s office), ensuring timely, accurate and confidential handling of correspondence, including government and regulatory agencies, industry partners, external and internal stakeholders.
• Prepare, edit, proofread and coordinate briefing notes, reports, presentations, official letters and other relevant documents, ensuring proper document control and record management.
• Coordinate and manage visits to the Chancellery, ensuring visitors, dignitaries and senior representatives, ensure seamless arrangements and appropriate protocols and hospitality.
• Assist with the administrative and coordination support for senior appointments, including special advisers, honorary professors and distinguished visitors.
• Coordinate with Faculties, Schools, Centres, the Student Council and other academic and administrative units to ensure alignment, clarify of communication and timely execution of tasks.
• Uphold highest standards of confidentiality and professionalism, and contribute to the continuous improvement of administrative systems, governance processes and senior leadership support functions.

Requirements

• Minimum a Bachelor’s degree in relevant field of studies.
• Formal secretariat training or certification is an added advantage.
• At least seven years of relevant experience in executive/ secretariat support, university administration or roles of similar capacity, with demonstrated experience and proficiency in providing direct high-level executive/ secretariat support to senior leaders, committee management, minute-taking, and documents and correspondence handling.
• Experience liaising, coordinating and handling official correspondence with government agencies, regulators, ministries, and industry partners.
• Familiarity with higher education governance, regulatory environments and institutional protocols.
• Excellent organisational and coordination skills in manging complex schedules and competing priorities, taking into account time-sensitivity and alignment of strategic priorities.
• Excellent communication skills and stakeholder and relationship management.
• High integrity and adaptability, proactive, and strong attention to detail, governance and compliance.

We thank all applicants forexpressing theirinterest in this vacancy. Please note that onlyshortlisted applicants willbe notified.