Personal Assistant to the Vice Chancellor

Han Chiang University College Of Communication; George Town; On-site; MYR 40,000 - 67,000; Full time

Job summary

Han Chiang University College Of Communication in Penang, Malaysia, seeks a Personal Assistant to the Vice Chancellor. The role focuses on diary management, travel arrangements, and ensuring the VC is prepared for engagements with diverse stakeholders.

You will draft correspondence, manage confidential records, and support meetings and events with professionalism. Candidates should have a degree in administration with 2–3 years of relevant experience, strong English and Mandarin communication,

Qualifications

• Degree in administration or related field.
• 2-3 years of experience are required.
• Excellent written and verbal communication in English and Mandarin; Bahasa Malaysia a plus.
• Strong attention to detail and organizational skills; able to multitask.

Responsibilities

• Organize and maintain the Vice Chancellor's diary, scheduling appointments, meetings, and travel arrangements.
• Coordinate meetings with internal and external stakeholders; ensure efficient time management.
• Prepare itineraries and ensure the Vice Chancellor is well-prepared for engagements.
• Draft, edit, and proofread correspondence, reports, and other documents; maintain confidentiality.
• Arrange travel, accommodations, and logistics for domestic and international trips.
• Support special projects; conduct research and prepare reports to aid decision-making.
• Act as liaison between the Vice Chancellor's office and university departments and external partners.
• Coordinate events and ensure adherence to protocol; handle VIP hospitality and logistics.

Skills

Bilingual English/Mandarin

Attention to detail

Time management

Multitasking

Interpersonal skills

Discretion

Education

Degree in administration

Tools

Microsoft Office Suite

Zoom

Microsoft Teams

Job description

Personal Assistant to the Vice Chancellor

Organize and maintain the Vice Chancellor's diary, scheduling appointments, meetings, and travel arrangements.

Coordinate meetings with internal and external stakeholders, ensuring efficient time management.

Prepare itineraries and ensure the Vice Chancellor is well-prepared for each engagement.

2. Communication and Correspondence

Act as the first point of contact for communications with the Vice Chancellor's office, handling calls, emails, and letters.

Draft, edit, and proofread correspondence, reports, and other documents as required.

Prioritize, manage, and redirect communications where appropriate, maintaining confidentiality and discretion.

3. Meeting Preparation and Support

Prepare meeting agendas, take minutes, and distribute them to relevant attendees.

Follow up on action items from meetings to ensure timely completion.

Organize and coordinate internal and external meetings, conferences, and events, handling all logistics.

4. Document and Record Management

Manage and organize records, reports, and documentation for the Vice Chancellor's office, ensuring secure and accessible filing.

Handle confidential information with the highest degree of discretion and security.

Prepare presentations and documents for meetings or events as requested by the Vice Chancellor.

5. Travel and Accommodation Arrangements

Organize travel plans, including booking flights, accommodations, and transportation for domestic and international trips.

Prepare travel itineraries and ensure that all necessary travel documents are in order.

6. Project Support and Coordination

Assist the Vice Chancellor with special projects, coordinating tasks and communicating progress as required.

Conduct research, compile data, and create reports to support decision-making.

Liaise with various departments to facilitate project deliverables and timelines.

7. Liaison with University College Departments and External Stakeholders

Act as a liaison between the Vice Chancellor's office and various University College departments.

Develop and maintain positive working relationships with key stakeholders, including staff, schools, board members, and external partners.

8. Event Coordination and Protocol

Support the planning and coordination of University College events involving the Vice Chancellor, ensuring adherence to protocol.

Handle event logistics and hospitality arrangements for VIP guests.

ESSENTIAL SKILLS AND QUALIFICATIONS:

Education: Degree in administration or a related field.

Experience: 2-3 years experience are required.

Communication Skills: Excellent written and verbal communication skills in both English and Mandarin, with proficiency in Bahasa Malaysia considered an added advantage. Must also possess strong attention to detail.

Organizational Skills: Strong organizational and multitasking skills, with the ability to manage competing priorities effectively.

Interpersonal Skills: Professional and personable, with the ability to interact confidently with senior leaders and external stakeholders.

Discretion and Confidentiality: Demonstrated ability to handle sensitive information with discretion and maintain a high level of confidentiality.

Technological Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).

Problem-Solving Ability: Strong critical thinking and problem-solving skills.

Time Management: Ability to work efficiently under pressure and meet deadlines.

Flexibility: Willingness to work outside regular hours when necessary.

Han Chiang University College of Communication is a not-for-profit institution of higher learning that offers quality education at affordable fees for the community. Since its establishment in 1999, it has become a renowned University College in the country catering to the educational needs of local and international students.

Han Chiang University College of Communication is a not-for-profit institution of higher learning that offers quality education at affordable fees for the community. Since its establishment in 1999, it has become a renowned University College in the country catering to the educational needs of local and international students.