PERSONAL ASSISTANT TO VICE-CHANCELLOR

UOW Malaysia KDU Penang University College Sdn Bhd; Batu Kawan; On-site; MYR 89,000 - 134,000; Full time

Job summary

UOW Malaysia KDU Penang University College Sdn Bhd invites applications for the role of Personal Assistant to the Vice-Chancellor (VC). The PA provides high-level executive, administrative, coordination, and strategic support to the VC, acting as a primary interface with internal and external stakeholders.

The successful candidate will manage correspondence, prepare briefing papers and minutes, coordinate meetings, and assist with government and external relations, VIP events, travel, and

Qualifications

• Bachelor's degree in a relevant field.
• Minimum 5 years of executive assistance or similar role.
• Experience supporting senior executives.
• Strong English language skills.
• Mandarin is an added advantage.

Responsibilities

• Screen and manage calls, emails, and official correspondence for the VC.
• Draft, proofread, format, and coordinate communications and speeches.
• Prepare agendas, briefing papers, presentations, and minutes for meetings.
• Coordinate meetings, courtesy calls, and VIP engagements with stakeholders.
• Assist in government, regulatory, and external relations activities.
• Maintain confidential records and coordinate travel and events.

Skills

Executive support

Coordination

Communication

Time management

English proficiency

Mandarin (advantage)

MS Office

Organisational skills

Education

Bachelor's degree in Business Administration / Management / Communications / Public Administration / Education

Tools

Microsoft Office

Job description

Personal Assistant to the Vice-Chancellor (VC)

The PA to the Vice-Chancellor provides high-level executive, administrative, coordination, communication, and strategic support to the Vice-Chancellor. The position serves as a key interface between the Vice-Chancellor and internal and external stakeholders, ensuring that the Vice-Chancellor's priorities, appointments, decisions, engagements, and commitments are effectively coordinated and followed through. This role requires a high level of professionalism, discretion, initiative, judgment, confidentiality, organisational ability, and attention to details.

KEY ACCOUNTABILITIES AND RESPONSIBILITIES

A. Correspondence and Communication

Screen and manage incoming and outgoing telephone calls, emails, official correspondence, and mail.

Draft, proofread, format, and coordinate correspondence, memoranda, official responses, speeches, messages, and other communications on behalf of the VC.

Identify matters requiring the VC's personal attention and appropriately refer other matters to relevant departments or senior officers.

Ensure communications issued by the Office of the VC are accurate, professional, timely, and appropriately confidential.

B. Meetings and Briefing Support

Provide timely reminders on appointments, deadlines, commitments, and follow-up actions.

Prepare agendas, briefing papers, background notes, presentations, talking points, profiles, and other materials for meetings and engagements.

Brief the VC on key issues, decisions required, potential risks, and relevant background before important meetings.

Attend key meetings as required and record minutes, decisions, commitments, and action items.

C. Stakeholder and Relationship Management

Act as a professional liaison between the VC and Board members, senior management, Heads of School, Heads of Department, academic and professional staff, students, alumni, industry partners, government agencies, professional bodies, partner institutions, and other stakeholders.

Coordinate meetings, courtesy calls, luncheons, dinners, visits, and other engagements involving the VC.

Maintain an updated database of key stakeholders and relevant contact information.

D. Government, Regulatory and External Relations

Assist in coordinating meetings and correspondence with government ministries, regulatory authorities, professional bodies, industry organisations, partner institutions, and other external stakeholders.

Prepare briefing papers, profiles, background information, and talking points for external engagements.

Track commitments and follow-up actions arising from government and external meetings.

Maintain a calendar of important regulatory, accreditation, government, and institutional deadlines.

E. Institutional Success Stories and Communications

Work with Marketing and Communications and academic heads to identify significant institutional achievements and success stories.

Collect success stories from academic schools, departments, research centres, students, alumni, and administrative units.

Maintain an institutional Success Story Bank containing achievements, awards, partnerships, research outcomes, student achievements, testimonials, and measurable results.

Assist in developing compelling narratives for use in speeches, presentations, websites, publications, social media, reports, and other communication channels.

Ensure publicity and institutional stories are supported by accurate facts and figures.

F. Events, Ceremonies and VIP Management

Assist in planning and coordinating official university events, ceremonies, conferences, launches, signing ceremonies, receptions, dinners, and other engagements involving the VC.

Coordinate VIP invitations, guest lists, seating arrangements, protocol, transportation, gifts, photography, and hospitality arrangements.

Prepare event briefing notes, guest profiles, programmes, speeches, and talking points.

Coordinate post-event correspondence and follow-up actions.

Support appropriate protocol and etiquette for VIP and high-level engagements.

G. Travel and International Engagements

Organise local and international travel, transportation, accommodation, meetings, appointments, and itineraries for the VC.

Prepare comprehensive travel dossiers containing schedules, meeting objectives, contact details, briefing notes, and relevant background information.

Coordinate international engagements across different time zones.

Ensure appropriate contingency arrangements for important travel and engagements.

Track follow-up actions arising from official visits.

H. Confidentiality, Information Security and Records

Handle restricted, sensitive, confidential, and private information with the highest level of discretion.

Maintain confidentiality relating to Board matters, personnel matters, student matters, legal matters, financial information, contracts, institutional strategy, and other sensitive information.

Maintain secure and systematic filing and document‑management systems.

Exercise sound judgement when handling sensitive information.

JOB REQUIREMENTS:-

A recognised Bachelor's degree in Business Administration, Management, Communications, Public Administration, Education, or a related discipline.

Minimum 5 years of relevant experience in executive assistance, senior administrative support, management coordination, corporate affairs, higher education administration, or a similar role.

Demonstrated experience supporting senior executives or members of senior management.

Ability to speak good Mandarin will be an added advantage.

Strong command of English Language, both written and verbal.

Strong proficiency in Microsoft Office and digital productivity tools.

Strong organisational, coordination, and time-management skills.

UOW Malaysia KDU is part of the University of Wollongong Australia’s global network. Since 1983, it has provided accessible and quality tertiary education to Malaysia and the surrounding regions, as KDU College and University Colleges. In November 2018, KDU became part UOW Global Enterprises, a wholly-owned subsidiary of University of Wollongong, Australia. Subsequently, in November 2019, the name of the college and university colleges were changed to reflect the stewardship of the University of Wollongong and they are now known as UOW Malaysia KDU.

UOW Malaysia KDU has a vision to be a leading global education provider delivering transformative student experiences in Malaysia and the region. UOW Malaysia KDU shares the UOW’s spirit of innovation and a focus on producing career‑ready graduates to meet real‑world needs. As an integral part of the UOW global family of institutions, UOW Malaysia KDU has adopted a set of values which include integrity, courage, collaboration, passion, excellence, and innovation. These values guide the behaviour of staff in all parts of the University. These are also the values we expect our students to develop and refine throughout their learning at UOW Malaysia KDU.

UOW Malaysia KDU is part of the University of Wollongong Australia’s global network. Since 1983, it has provided accessible and quality tertiary education to Malaysia and the surrounding regions, as KDU College and University Colleges. In November 2018, KDU became part UOW Global Enterprises, a wholly-owned subsidiary of University of Wollongong, Australia. Subsequently, in November 2019, the name of the college and university colleges were changed to reflect the stewardship of the University of Wollongong and they are now known as UOW Malaysia KDU.

UOW Malaysia KDU has a vision to be a leading global education provider delivering transformative student experiences in Malaysia and the region. UOW Malaysia KDU shares the UOW’s spirit of innovation and a focus on producing career‑ready graduates to meet real‑world needs. As an integral part of the UOW global family of institutions, UOW Malaysia KDU has adopted a set of values which include integrity, courage, collaboration, passion, excellence, and innovation. These values guide the behaviour of staff in all parts of the University. These are also the values we expect our students to develop and refine throughout their learning at UOW Malaysia KDU.