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Executive Assistant to Master

2 weeks ago

Nusajaya, Johor, Malaysia Marlborough College Malaysia Full time 120,000 - 180,000 per year

The Role

The school is seeking to employ a well-qualified, enthusiastic and dedicated Executive Assistant (EA) to support the academic and non-academic administration of the College.

The EA occupies a senior position within the administration of the College and must be able to deal calmly and efficiently with all members of staff, parents, pupils and outside organisations.

The responsibilities of the EA will cover all the day-to-day operations of the Master's office, and some general assistance to other PAs and administrators as required.

Key Responsibilities

Reporting directly to the Master, the Executive Assistant will provide executive support for all day-to-day operations of the Master's office. The Executive Assistant also serves as a liaison to the Council (Board of Governors) and the College's Senior Management Team. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is values-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organisational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. There will be numerous events and projects to plan, organise and manage.

It is not possible to provide a finite list of duties, as the variety and scope of the post require the ability to react on a daily basis to situations that arise and may not all be quantified or explained in a job description. The following are some of the regular tasks that are undertaken:

Executive Support

  • Completes a broad variety of administrative tasks for the Master including: managing an extremely active calendar of appointments; completing expense reports/claims; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings, conferences and/or engagements.
  • Plans, coordinates and ensures the Master's schedule is followed and respected.
  • Plans, coordinates and ensures events at the Master's Lodge are well organised; composing and preparing invites, collecting RSVPs, liaising with catering, estates, marketing and events to ensure smooth running of all Lodge events.
  • Communicates directly, and on behalf of the Master, with Council members, parents, staff, and others, on a variety of College matters.
  • Researches, prioritises, and follows up on incoming issues and concerns addressed to the Master, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Master's office and internal departments; demonstrating leadership to maintain credibility, trust and support with SMT, Admissions, Marketing, HR, Senior, Prep and Pre-Prep Schools, and other departments across the College.
  • Drafts and prepares correspondence for internal and external announcements and communications.
  • Manages the Master's contacts.
  • Assists in preparing and managing presentations.
  • Be responsive to emails/texts/phone calls, with contact outside 'normal' College hours.
  • Screens incoming telephone calls and emails; takes and delivers accurate messages; responds to requests by gathering and providing information and referring non-routine calls/messages to the appropriate staff.
  • Works closely and effectively with the Master to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Provides leadership to build relationships crucial to the success of the College, and manages a variety of special projects for the Master, some of which may have organisational impact.
  • Prioritises conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Council Support and Liaison

  • Serves as the Master's administrative liaison to MCM's Council (Board of Governors).
  • Assists Council members with travel arrangements, lodging, and meal planning as needed.
  • Makes the necessary arrangements for on-campus or virtual Council meetings.
  • Maintains discretion and confidentiality in relationships with all Council members.
  • Adheres to compliance with applicable rules and regulations set in bylaws regarding Council and Council committee matters, including advance distribution of materials before meetings in electronic/paper format, and minute taking (for the sub-committees) and distribution as required.
  • Maintains a database of relevant personal details of the Council members as well as membership and tenure information by closely liasing with the appointed Company Secretary.
  • Liaises with the HR department to arrange for DBS or similar checks for any new Council members and arranges timely rechecks for re-appointees.
  • Ensures a register of pecuniary interests, related parties as well as a skills matrix are maintained and reviewed annually by the Council members.
  • Acts as the conduit for any correspondence to the Chair of the Council from members of the College community such as staff, parents or pupils and maintains a record of such correspondence.

Senior Management Team Liaison

  • Participates as an adjunct member of the Senior Management Team including assisting in scheduling meetings and attending all meetings.
  • Assists in coordinating the agenda of SMT meetings, taking and distributing minutes, and following up on action points.

Other Responsibilities

  • Acts as the line manager for the Receptionist.
  • Ensure the Reception is staffed at all times during office hours, including lunchtime. Stand in as necessary when cover cannot be found.
  • Undertakes annual performance and development review process with direct report.
  • Undertakes any other duties which may be reasonably required by the Master.

Skills and Attributes

  • Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including parents, pupils, staff, Council members, VIPs and visitors
  • Outstanding written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • High level of Emotional Intelligence
  • Highly resourceful team-player, with the ability to also beextremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
  • Demonstrated ability to meet deadlines in a fast paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • A willingness to be flexible and a capacity to show initiative
  • Be able to relate well to people at all levels, be calm and confident under pressure, have a good sense of humor and be able to work as part of a team

Education and Experience

  • At least 3 years of experience as a PA or EA, for a senior staff member in a multi-national company.
  • Experience and interest in internal and external communications/relations and project management
  • Proficient in Google's Suite of Applications: Docs, Sheets, Forms, Gmail, Calendar, Meet, Slides etc.; Microsoft Office: Word, Excel, and Power Point; Adobe Acrobat, Google Suite, iSAMS (School Management System), Social Media web platforms.

Terms and Conditions

Hours of Work

Normal working hours are 8.00am - 5.00pm, Monday to Friday during term-time, plus a maximum of 25 additional work days out of termtime; however, the Executive Assistant will need to work some evenings and on weekends, during term-time, to support the efficient operation of the College.

Remuneration and benefits

The remuneration package includes a competitive salary commensurate with the level of experience of the successful candidate. Marlborough College Malaysia will pay for health insurance for you and your eligible dependent/s (if not covered under their own policy).

Application Process

To be considered for the position applicants are asked to download and complete the application form from our website and return it along with a covering letter (no more than one side of A4), and a recent photograph quoting Executive Assistant to Master in the subject title to

Please note that only shortlisted applicants will be contacted.

Any application forms received after the closing date may not be considered. Applicants who are invited to attend an interview must note that references may be taken up prior to interview.

Closing date for applications: Monday, 27th October 2025

Start Date: 1st January 2026 (or as soon as possible thereafter)

Marlborough College Malaysia is committed to equality, diversity, safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. All appointments with the School will be subject to references, medical report and an Enhanced Disclosure from the Disclosure and Barring Service or similar, all of which must be satisfactory to the College