Personal Assistant to Senior Management Team

Job Description 

The PA to the Senior Management Team will provide high level secretarial and administrative support for the CEO & Provost and the Deputy Provost, and other members of the senior management team.  

The PA will be the office manager and will be responsible for the effective and efficient administrative processes of the Executive Office. 

The post reports to the Chief Executive Officer and Provost of Heriot-Watt University Malaysia but will work for all members of the senior management team. 

The role will be based at the University's campus in Putrajaya, the administrative capital of Malaysia. 

Key Duties and Responsibilities 

1. Provide high-quality administrative and secretarial support to the CEO & Provost and the Deputy Provost, and members of the senior management team, including diary management, travel and accommodation arrangements, email prioritisation and correspondence handling, and coordination of meetings and appointments. 

2. Support the implementation and continuous improvement of efficient and effective office administrative processes to ensure smooth day-to-day operations. 

3. Provide administrative support to committees, working groups, and ad hoc meetings, including preparing agendas and papers, taking accurate minutes, issuing documentation, and tracking and following up on agreed actions. 

4. Research, prepare, and collate briefing papers, reports, and relevant background information to support informed decision-making by senior management. 

5. Ensure senior management are fully prepared for meetings by compiling and organising all necessary documentation, data, and briefing materials in advance. 

6. Develop and maintain both electronic and physical filing systems for key correspondence, including documentation from committees, meetings, government agencies, and internal/external stakeholders.

7. Support budget planning and phasing exercises as required.

8. Act as the first point of contact for visitors and staff on campus, presenting a professional image of HWUM and delivering excellent customer service at all times. 

9. Manage incoming phone calls for the senior management team and handle routine queries independently where appropriate. 

10. Coordinate catering arrangements (e.g. lunches and refreshments) for meetings and events as required.

11. Prepare a range of written materials including letters, emails, reports, spreadsheets, and presentations using Microsoft Office applications. 

12. Provide oversight and coordination of office support staff (e.g. receptionist), including managing workloads, priorities, and ensuring effective service delivery. 

13. Exercise sound judgement in managing competing priorities within a fast-paced executive environment.