Job Purpose

The Personal Assistant to the Vice Chancellor provides comprehensive executive, administrative, and coordination support to ensure the effective and efficient functioning of the Office of the Vice Chancellor.

The role requires a highly organised, proactive, discreet, and professional individual who is capable of managing competing priorities, coordinating senior-level engagements, handling confidential information, and liaising effectively with internal and external stakeholders.

The incumbent is expected to exercise sound judgement, maintain the highest level of confidentiality, anticipate executive requirements, and ensure timely follow-through on matters requiring the Vice Chancellor’s attention.

Key Responsibilities

1. Executive Administrative & Strategic Support

Manage and maintain the Vice Chancellor’s calendar, including meetings, appointments, deadlines, official engagements, and strategic commitments.
Prioritise and coordinate the Vice Chancellor’s schedule to ensure effective use of time and alignment with University priorities.
Coordinate meeting arrangements, appointments, travel schedules, and other official engagements as required.
Draft, review, proofread, and manage high-level correspondence, reports, presentations, speeches, briefing materials, and official documents with a high degree of accuracy and professionalism.
Prepare meeting agendas, briefing papers, presentation materials, and supporting documents in advance of meetings and engagements.
Record accurate minutes of meetings, maintain action-item trackers, and follow up with relevant parties to ensure agreed actions are completed within the required timelines.
Anticipate administrative and information requirements of the Vice Chancellor and proactively prepare the necessary materials and arrangements.

2. Communication, Liaison & Stakeholder Management

Serve as a key point of contact for the Office of the Vice Chancellor, ensuring professional, timely, and effective communication with internal and external stakeholders.
Liaise and coordinate with members of the University Board, senior management, Deans, Directors, Heads of Departments, regulatory bodies, government agencies, industry partners, external organisations, and other relevant stakeholders on matters involving the Vice Chancellor.
Screen, prioritise, and appropriately manage incoming correspondence, calls, meeting requests, inquiries, and other communications.
Coordinate the flow of information between the Vice Chancellor and relevant Faculties, Departments, Schools, Business Units, and external parties.
Exercise appropriate judgement in determining matters requiring immediate attention, escalation, delegation, or follow-up.
Maintain professional relationships with key stakeholders and ensure that communications from the Office of the Vice Chancellor are handled appropriately and efficiently.

3. Meeting, Committee & Event Management

Coordinate and provide administrative support for high-level meetings, including Board, Senate, Management Committee, strategic leadership, and other meetings involving the Vice Chancellor.
Coordinate the preparation, compilation, circulation, and safekeeping of meeting papers and supporting documentation.
Ensure meeting arrangements, documentation, attendance, and follow-up actions are properly coordinated.
Organise and coordinate official University events, ceremonies, conferences, visits, and VIP engagements involving the Vice Chancellor.
Manage event and engagement logistics, including scheduling, venue arrangements, invitations, guest coordination, protocol requirements, briefing materials, and other necessary arrangements.
Coordinate with relevant internal departments and external parties to ensure the smooth execution of official functions and engagements.

4. Data Management, Reporting & Executive Briefings

Conduct research and compile relevant information, data, reports, management papers, briefing notes, and summaries required by the Vice Chancellor.
Consolidate information received from various Faculties, Departments, Schools, and Business Units for management review and decision-making.
Assist in monitoring key deadlines, submissions, decisions, and action items requiring the Vice Chancellor’s attention.
Maintain accurate, systematic, and confidential records, files, correspondence, meeting documents, and other official documentation.
Ensure documentation is properly maintained and readily retrievable in accordance with University policies, governance requirements, and applicable procedures.

5. Office Operations & Workflow Management

Coordinate the daily administrative operations of the Office of the Vice Chancellor to ensure efficiency, continuity, and professionalism.
Establish and maintain effective administrative systems, processes, trackers, filing systems, and workflows.
Identify opportunities to improve administrative efficiency and recommend practical improvements where appropriate.
Monitor pending matters and follow up with relevant stakeholders to ensure timely responses and completion.
Coordinate office resources, documentation, supplies, and other administrative requirements necessary for the smooth operation of the Vice Chancellor’s Office.
Support effective communication and coordination between the Office of the Vice Chancellor and other areas of the University.

6. Confidentiality, Protocol & Professional Representation

Handle highly sensitive, confidential, personal, and strategic information with the highest level of discretion, integrity, and professionalism.
Maintain strict confidentiality concerning University matters, management discussions, personnel information, strategic decisions, and other privileged information.
Ensure appropriate University governance requirements, policies, procedures, and protocols are observed in matters involving the Vice Chancellor.
Exercise professionalism and sound judgement when representing or communicating on behalf of the Office of the Vice Chancellor.
Maintain a professional, presentable, and well-groomed appearance appropriate to an executive office environment and official University engagements.
Demonstrate appropriate etiquette, decorum, and protocol when dealing with senior management, dignitaries, VIPs, government representatives, and external stakeholders.

7. Other Responsibilities

Undertake special assignments, projects, research, and coordination duties as directed by the Vice Chancellor.
Provide support during important University functions or official engagements when required.
Perform any other duties and responsibilities as may be assigned by the Vice Chancellor or University Management from time to time.

Qualification & Experience

Bachelor’s Degree or Diploma in Business Administration, Management, Secretarial Studies, Office Administration, Corporate Administration, Communications, or a related discipline.
Relevant experience providing executive, secretarial, administrative, or Personal Assistant support, preferably to senior management or C-suite leadership.
Experience within a university, education, corporate, government, or similarly structured organisation will be an added advantage.
Experience coordinating senior-level meetings, preparing minutes, managing executive calendars, and handling confidential documentation is preferred.
Exposure to Board, Senate, Management Committee, governance, or senior leadership documentation will be an added advantage.

Knowledge & Skills

Strong proficiency in Microsoft Office applications, particularly Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
Excellent written and verbal communication skills in English and Bahasa Malaysia.
Strong business writing, proofreading, documentation, and minute-taking skills.
Excellent organisational, planning, coordination, and time-management abilities.
Strong attention to detail and ability to produce accurate work within tight deadlines.
Ability to manage multiple priorities and respond effectively to changing requirements.
Strong interpersonal and stakeholder-management skills, with the confidence to communicate professionally with individuals at all organisational levels.
Good research, information-gathering, reporting, and presentation-preparation skills.
Computer savvy and comfortable using digital platforms, online meeting tools, document-management systems, and other office technologies

Job Type: Full-time

Pay: From RM3,500.00 per month

Benefits:

Free parking
Gym membership
Health insurance
Opportunities for promotion
Professional development

Work Location: In person

1 Vice Chancellor Jobs - October 2026 - Urgent Hiring

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Personal Assistant to Vice Chancellor