Senior Academic Executive

About the Role
We are seeking a highly organised and detail-oriented Senior Academic Executive to support academic operations, compliance, assessment coordination and learner services across our training programs. This role ensures smooth coordination between lecturers, students and internal departments and contributes to maintaining high-quality delivery across all training programs and international academic quality standards.
1. ACADEMIC ADMINISTRATION & COMPLIANCE
• Ensure all academic administration and compliance requirements are completed
accurately and in accordance with institutional and regulatory standards.
• Handle and oversee day-to-day operations of the Academic office, including timetabling,
training schedules, class allocation, teaching resources, coordination with full-time and
part-time trainers/lecturers and assist them in preparation, translation, and distribution of
teaching materials, lesson plans, and handouts.
• Maintain and administer the Learning Management System (LMS), ensuring timely upload
of learning materials and learner records.
• Monitor and track student attendance; issue attendance warnings and maintain accurate
attendance and assessment/exam records.
• Support assessment and examination processes including scheduling, invigilation,
moderation support, and secure handling, storage and confidentiality of all
assessment/examination papers, results, and academic documents.
• Coordinate enrolment for admitted students, re-enrolment, academic progression, and
counselling on learning-related matters.
• Organize and supervise academic documentation, including learner files, progress
reports, result slips, transcripts, certificates, and compliance reports.
• Support curriculum updates, course and resource development, and preparation of
program documentation when required.
• Coordinate academic events such as Induction, Orientation, Commencement and
Graduation ceremonies, Open Days, Career Talks, seminar and workshops.
• Support Operations in managing training rooms, equipment, and learning resources to
ensure readiness and standards for all learning activities; prepare inventory or stock
reports (food, hotel items, etc.) when required.
• Provide translation and interpretation support for academic documents, training materials,
and training delivery when required.
• Assist in academic quality assurance activities: evaluations, feedback collection,
moderation support, review meetings, progress meetings and handling academic-related
complaints.
• Attend Teaching and Learning Committee (TLC) or Academic Meetings as required.
2. ASSESSMENT AND EXAM COORDINATION
• Coordinate assessment activities across all programs, ensuring alignment with
competency-based VET/TVET requirements.
• Support the preparation, scheduling and invigilation of assessments and practical
evaluations.
• Liaise with trainers to ensure assessment plans, marking sheets and evidence
requirements are aligned with competency standards.
3. STUDENT SUPPORT
• Provide timely information, guidance and assistance to students on academic matters, re-
enrolment, and learning-related inquiries; act as a key liaison between learners/students,
trainers/lecturers and the Academic team.
• Support Student Services executive or relevant departments on coordination of field trips,
industry-engaged learning opportunities, industry placements, workplace training and
student participation in college activities.
4. CROSS-DEPARTMENT COLLABORATION
• Work with departments of Operations, Finance, and Marketing & Student Recruitment,
Procurement and others, when required, to support training delivery, budget
management, relevant academic reports (including class hours, attendance summaries,
...), student recruitment and marketing events, campus tours and career orientation
events, ... etc..
• Assist in scheduling, reporting, and resource allocation, inventory reporting and budget
requests related to teaching and learning materials, ... to ensure smooth operational
workflow.
5. REPORTING & ADMINISTRATIVE SUPPORT
• Prepare and submit accurate academic and compliance reports, including attendance,
assessment, and student progress reports for Senior Management and external
authorities when required.
• Serve as Meeting Secretary when assigned: prepare agendas, take minutes and manage
document distribution.
• Support the implementation of academic innovation and continuous improvement
initiatives within the institution.
6. OTHER DUTIES
• Undertake additional tasks as assigned by the Senior Management or relevant
supervisors.
• When assigned to a project, report directly to the Project Leader; participate in
performance appraisal related to project responsibilities.
• Travel may be required for academic activities, industry engagement or institutional
representation.