Secretary to Vice Chancellor, SEGi University

SEGi University; Selangor; On-site; MYR 300,000 - 400,000; Full time

Job summary

A prominent educational institution in Malaysia is seeking a Secretary to the Vice Chancellor to provide comprehensive administrative support, manage meetings, and coordinate travel arrangements. The ideal candidate will possess a Bachelor’s degree, 4-5 years of relevant experience, and exceptional organizational skills. Proficiency in English and a proactive attitude are essential for effectively liaising with various stakeholders and ensuring smooth operations within the Vice Chancellor's Office.

Qualifications

• 4-5 years of related working experience.
• Good command of written and spoken English.
• Proactive with sense of urgency and resourceful.

Responsibilities

• Perform administrative and secretarial duties for the Vice Chancellor.
• Maintain and organize the filing system for easy retrieval of information.
• Take accurate meeting minutes and follow up on assigned tasks.
• Coordinate office management tasks and handle travel arrangements.

Skills

Organisational skills

Time management

Communication

Attention to detail

Multitasking

Education

Bachelor’s Degree in any discipline

Job description

Secretary to Vice Chancellor, SEGi University

Responsibilities

• Administrative and secretarial support
  • Perform a wide range of administrative and secretarial duties to ensure the efficient operation of the Vice Chancellor’s Office.
  • Compose letters and memoranda under the instruction of the Vice Chancellor.
• Documentation and reporting
  • Maintain, organise, and update the filing system for the Vice Chancellor's Office to ensure easy accessibility and retrieval of information.Assist in the preparation and submission of reports and presentations.
• Meeting Management
  • Take accurate meeting minutes during management meetings, update follow-up status of discussed matters, transcribe and distribute minutes promptly.
• Office Management and Coordination
  • Coordinate office management tasks, including receiving and screening calls, handling documents, filing, and managing office supplies.
• Liaison Role
  • Act as a liaison between the Vice Chancellor and Deans/Heads of Departments by conveying directives, instructions, and assignments.
  • Serve as a liaison with external authorities and partners, such as the Embassies.
• Meeting and Appointment Planning
  • Plan and arrange meetings and appointments, including the preparation of agendas and coordination of committee, board, and other meetings.
  • Follow up on assigned tasks and ensure the implementation of decisions made during meetings.
• Travel Coordination
  • Handle travel arrangements for the Vice Chancellor.

Requirements

• Possess a Bachelor’s Degree in any discipline.
• 4-5 years of related working experience.
• Be confidential at all times with good organisational and time management skills.
• Good command of written and spoken English.
• Proactive with sense of urgency, resourceful and ability to multitask.
• High level of attention to detail/ thoroughness.
• Positive attitude and pleasant personality.
• Capable of dealing with all levels of people within the organisation.
• Possess competent computer skills.
• Willingness to accept added responsibilities whenever necessary.

Only shortlisted candidates will be notified.