Executive Assistant

JOB DESCRIPTION

Position: Executive Assistant to the Head of School

Job Summary

We are seeking a highly organized and proactive Executive Assistant to support our Head of School (HOS). You will play a key role in managing administrative tasks, coordinating schedules, facilitating communication, and supporting strategic projects. This is a pivotal role requiring loyalty, discretion, excellent judgment, and the ability to thrive in a dynamic educational environment.

Key Responsibilities:

1. Calendar & Travel Management

2. Maintain and manage the HOS's calendar, including planning appointments, organizing meetings and minute-taking.

3. Coordinate detailed travel itineraries and logistics to ensure seamless travel arrangements.

4. Communication & Correspondence

5. Draft, review, and manage confidential correspondence, reports, and documents on behalf of the Head of School.

6. Serve as a liaison between the HOS office and internal departments to ensure smooth and effective communication.

7. Handle confidential information with professionalism and discretion.

8. Project & Event Support

9. Lead and coordinate special projects, initiatives, and events, some with significant organisational impact.

10. Assist in planning and managing senior management meetings, off-site, and all-staff meetings.

11. Prioritization & Problem-Solving

12. Research, triage, and follow up on incoming issues and requests, including confidential matters.

13. Determine appropriate courses of action and proactively anticipate needs to ensure timely follow-through and completion of tasks.

14. Possess energy and positive attitude, a team player, able to multi-task, self-motivated and able to work under pressure.

15. Document & Records Management

16. Organise, manage, and maintain confidential documents and records.

17. Ensure an efficient filing system for smooth retrieval and accurate record-keeping.

18. Organisational Insight

19. Act as a "barometer" for the school environment, keeping the Head of School informed of emerging issues, deadlines, and priorities.

20. Provide timely updates to support informed decision-making and effective leadership.
21. Able to execute a high degree of professionalism in dealing with situation and demands at all times.

Additional to the above tasks, you will be required to undertake any other duties assigned to you by the Head of School.

Job Requirements:

• Diploma or Degree in Business Administration, Management, Secretarial Studies, or a related field
• Minimum 3 years of relevant administrative or executive support experience.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• High level of professionalism, accuracy, and confidentiality.
• Excellent written and verbal communication skills, with strong interpersonal abilities.
• Proficient in Google Suite and MS Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Demonstrated ability to work independently with minimal supervision in a fast-paced environment.
• Able to communicate in English, Mandarin and Bahasa Melayu

SAFEGUARDING

King Henry VIII College Malaysia is committed to the well-being of all the children in our care, and to all acknowledged Safeguarding procedures. All teachers at the school must have up-to-date Safeguarding training and understand their safeguarding responsibilities.

Job Types: Full-time, Permanent

Pay: RM3, RM5,000.00 per month

Benefits:

• Free parking
• Meal provided
• Opportunities for promotion
• Professional development

Application Question(s):

• What is your expected salary?

Education:

• Bachelor's (Preferred)

Experience:

• executive support: 3 years (Preferred)
• relevant administrative: 3 years (Preferred)

Work Location: In person