Senior Executive

1. Data and Records Management

• Maintain accurate and updated databases of partnerships, student recruitment records, collaboration agreements, and related documentation.
• Ensure systematic filing (both digital and physical) of agreements, correspondence, and approval documents for easy retrieval and audit readiness.
• Regularly update and verify records to reflect current partnership status, agreement renewals, and ongoing projects.
• Safeguard confidential information in accordance with university data protection and compliance requirements.

2. Agreement and Collaboration Administration

• Maintain a comprehensive register of all MoUs, MoAs, and other collaboration agreements, including key milestones such as renewal, review, and expiry dates.
• Coordinate with internal stakeholders (Registrar's Office, Faculties, Legal, and Management) for endorsement, approval, and execution of agreements.
• Liaise with partner institutions to ensure all documentation is aligned and updated according to university policy and international standards.
• Prepare and monitor agreement summary sheets, tracking progress, deliverables, and reporting timelines.

3. Financial and Invoice Monitoring

• Keep track of invoices issued and payments received related to partnership activities, student inbound and outbound initiatives, and student recruitment.
• Coordinate with the Finance Department and partners to verify billing details, payment records, and supporting documents.
• Update and maintain a financial tracking log to ensure transparency and timely follow-up on pending payments.
• Prepare periodic financial summaries and highlight discrepancies or overdue payments for management review.

4. Meeting Coordination and Secretariat Support

• Coordinate internal and external meetings involving faculties, registrar, management, and partner institutions.
• Prepare and circulate meeting agendas, documents, and presentation materials in advance.
• Record and distribute accurate and timely meeting minutes to relevant parties.
• Monitor and follow up on action items and decisions from meetings to ensure progress and accountability.

5. Administrative and Office Support

• Provide administrative support for Global Engagement Office operations, including correspondence, documentation, scheduling, and logistics arrangements.
• Liaise with internal departments, partner institutions, agents, students, and parents to support enquiries and operational matters.
• Manage general office functions such as supplies, record maintenance, and coordination of unit activities.
• Support the organization of events, visits, and delegations from partner institutions or external stakeholders.
• Assist in all the student support and recruitment initiatives under Global Engagement Office.

6. Communication and Coordination

• Act as the key administrative liaison between the Global Engagement Unit and internal departments to ensure smooth communication and coordination.
• Support dissemination of information to stakeholders, including updates on agreements, mobility programmes, and collaborative activities.
• Assist in preparing official letters, reports, and communication materials for internal and external circulation.

7. Reporting and Continuous Improvement

• Prepare and compile administrative, operational, and partnership reports for management and institutional review.
• Maintain tracking systems for agreements, projects, and student-related activities for reporting and analysis.
• Contribute to improving administrative processes, templates, and record management systems for higher efficiency.
• Undertake other related duties or special projects as assigned by the Manager / Head of Unit.
• Any other tasks as directed by the Manager.

Requirements;

• Preferable Bachelor's degree in any field.
• Highly performance driven and result oriented.
• Excellent communication skills especially in English.
• Pro-active and self-motivated, with the ability to work independently as well as participate within the team.
• Able to work under pressure and meet deadlines, possess a mature attitude and a good team player.
• Strong communication, presentation and interpersonal skills and abilities.

Job Type: Full-time

Pay: From RM3,200.00 per month

Benefits:

• Free parking

Experience:

• Higher Education : 2 years (Required)

Work Location: In person