Job Description

JOB PURPOSE Taylor\'s University (TU) aims to be the most preferred University in Malaysia and regionally. Central to this vision, is the strategy of leading the advancement of the University through strategic brand management of its master brand - Taylor\'s University and the 5 faculties under its banner. Taylor\'s College (TC) has a 5-decade long reputation of placing the best students in the top universities worldwide. TC aims to retain its reputation and position as the No. 1 college in Malaysia complementing the university in product offering and brand image. This role reports to Chief of Staff by providing support to the Marketing & Communications Department (MarComm) through a balanced approach with central administrative functions as well as responsibilities in planning and organizing activities and events with the purpose of connecting staff. KEY RESULT AREAS / RESPONSIBILITIES Central Administrative Responsibilities: Assist to obtain quotations when necessary and prepare/raise purchase requisitions/orders promptly and verifies invoices/receipts. Verifies PR/PO/Invoices by comparing items to master list (update marketing spend track/accruals/etc.), clarifying unclear items and recommending alternatives. Obtains approval and sign-off from superiors for all the relevant documents. Assist to register new vendors to create accounts for suppliers/agencies/etc. Coordinate and collate all Marcomm monthly reporting i.e., Monthly Progress Sheet. Schedule key meetings and appointments for inter-depts and cross-functional depts (Faculty Meetings, WAM, WMM, Academics, etc.). Maintain and update company information, staff records and internal database in paper and digital form plus manage finance data (accruals, summary acknowledgement report) and data entry duties. Provides administrative and project support to the Marcomm team (Mktg/Corp Comm team - Product/ Media Launches, Event team - Open Day/TFM, School Mktg - Campus events, etc.). Perform general office duties i.e., answering phones, taking messages, arranging post and receive deliveries, sort, and distribute incoming mails, printing, and photocopying, ordering office suppliers, Coordinates, plans, and makes staff travel arrangements (transportation and accommodations). Facilitates internal communication (i.e., distribute/upload information on Taylor\'s Connect, schedule presentations, etc.) and liaises with external communication (suppliers, contractors, etc.). Ensures smooth running of department\'s offices and compliance to company policies. Administrative coordination and support to superior(s) to process claims, expenses, documentation, etc. on a timely basis. Departmental & Social Activities, Events, Gatherings: Coordinates all the Marcomm staff activities and events including overseeing logistics, managing registrations, coordinating with vendors, creating itineraries, etc. Plans, organizes, and manages conferences, conventions, events, and meetings by identifying, coordinating, and overseeing all aspects of administration and logistics. Plan calendar of fun/social activities and experiences for the Marcomm staff including (but not limited to) birthday greetings and gifts, sports activities, \'makan-makan\' get-togethers, etc. for the purpose of bridging groups of staff together. Coordinate and support personnel on-boarding processes i.e., workstation arrangement, guidance. Observing the best business practices and etiquette - Align all staff to the department\'s SMASH (Speak Truth, Make It Happen, Amp Up the Experience, Start the Fire and Help Others Grow) values and the organization\'s vision. JOB SPECIFICATIONS MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION Degree in Business / Management or other management-related discipline or equivalent working experience with at least 5-10 years of experience in the field or in a related area COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES) Proven experience as an administrator, assistant, or secretarial services Be thorough and pay attention to detail to complete accurately and deliver with high quality and in a timely manner Have an entrepreneurial spirit and drive with the ability to multi-task and work under pressure in a fast-paced environment A self-directed professional who knows what needs to be done and operates with a strong sense of urgency, focus and discipline to complete tasks Strong ability to communicate openly, truthfully, timely and with professional courtesy to all stakeholders internally and externally Proven passionate, dynamic, and excellent communication skills with good command of English (verbal, written, interpersonal) Possess good stakeholder management and is a strong team player Experience exercising discretion and confidentiality with sensitive company information Excellent organizational skills with an ability to think proactively and prioritize work Solid experience with office management systems, online calendars, and cloud systems Strong knowledge of office procedures The company reserves the rights to amend or include additional details towards your job description at any point in time in any form of communication. -

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