job description
Join City University Malaysia as an Executive Administrative Assistant and play a pivotal role in supporting the Managing Director’s office with high-level administrative functions. This is a unique opportunity to contribute to the smooth operation of a dynamic academic institution while working in the vibrant environment of Bali, Indonesia.
In this role, you will serve as the primary point of contact for executive communications, coordinate complex schedules, and ensure seamless office operations. Your organizational skills and attention to detail will be critical in maintaining efficiency and professionalism at the highest levels of university administration.
We are seeking a proactive, discreet, and highly organized professional who thrives in a fast-paced setting. If you have a passion for administrative excellence and want to be part of an institution that values innovation and leadership, this is the role for you.
Responsibility
- Manage the Managing Director’s calendar, including scheduling meetings, appointments, and travel arrangements with precision and confidentiality.
- Prepare and edit correspondence, reports, and presentations, ensuring accuracy and professionalism in all communications.
- Act as the primary liaison between the Managing Director’s office and internal/external stakeholders, including faculty, students, and partners.
- Coordinate and organize high-level meetings, including preparing agendas, taking minutes, and following up on action items.
- Oversee office operations, including supply management, vendor relations, and workspace organization to maintain an efficient work environment.
- Handle sensitive information with discretion and maintain strict confidentiality in all executive matters.
- Assist in the preparation of budgets, expense reports, and financial documentation as required by the Managing Director.
- Provide administrative support for special projects and initiatives led by the university’s executive team.
Qualifications
- Bachelor’s degree in Business Administration, Office Management, or a related field. Relevant experience may substitute for formal education.
- Minimum of 3 years of experience in an executive administrative or office management role, preferably in an academic or corporate setting.
- Exceptional written and verbal communication skills in English; proficiency in additional languages is a plus.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with calendar management tools (e.g., Outlook, Google Calendar).
- Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines in a high-pressure environment.
- High level of professionalism, discretion, and integrity when handling confidential information.
- Proactive problem-solving abilities and a customer-service-oriented approach to supporting executive leadership.
- Familiarity with university or educational institution operations is highly desirable.