Employee Success Assistant

The Employee Success Assistant is a vital contributor to QS's high-performance culture. This dynamic role provides critical support to the People Team, ensuring smooth and efficient HR operations. Proactive approach, attention to detail, and commitment to excellence will drive employee success and organizational growth. This role is key in building a workplace where high performance is the norm.

Must Have

• Deliver exceptional first-line support to employees efficiently and professionally.
• Manage HR processes with precision, including role changes, promotions, and payroll coordination.
• Manage stamping of employment contracts for new joiners in Kuala Lumpur for LHDN compliance.
• Assist with HR communications, including memos and internal updates.
• Facilitate a seamless onboarding experience for new employees.
• Ensure a smooth and respectful offboarding process for departing employees.
• Coordinate with HR teams and stakeholders across regional offices for consistent processes.
• Actively seek opportunities to improve HR processes and practices.
• Maintain meticulous records and documentation for transparency and compliance.
• Ensure all data in the HRIS system is accurate, up to date, and compliant with data protection.
• Manage the Company HR mailbox, handling ad hoc requests and queries efficiently.
• Manage and enhance the monthly LinkedIn Learning newsletter.
• Conduct training sessions on the Anti-Bribery Act (MACC) for new starters in Kuala Lumpur.

Good to Have

• Some past administrative experience is an advantage.
• A Degree in Human Resources, Business Administration, or a related discipline is preferred.

Perks & Benefits

• Competitive base salary
• Access to an annual bonus scheme (for qualifying roles only)
• 20 days annual leave, plus public holidays
• Generous maternity and paternity leave
• Access to an Employee Assistance Programme (EAP) and MiCare health
• A vibrant social environment and multicultural and multinational culture
• Free subscription to the Calm App
• Focus on welfare led by global wellness team, with mental health first aiders globally
• Access to a variety of diversity and inclusion initiatives and groups
• Strong recognition and reward programs (peer-to-peer, quarterly and annual QS Applaud Awards, Connect with your Career annual PD event)
• Support for volunteering and study leave
• Free subscription to LinkedIn learning
• Options to join our outstanding global Mentorship programme

Role: Employee Success Assistant

Location: Kuala Lumpur, Malaysia

Job type: Full time, Permanent

This position offers a hybrid work model, allowing flexibility between working from home and our office. Typically, employees are expected to work 2 days in the office per week.

Why QS?

At QS, we believe that work should empower you. That’s why we foster a flexible working environment that encourages every employee to own their career whilst flourishing personally and professionally. Our company values underpin everything we do – we collaborate, respect and support each other.

It’s our mission to empower motivated people around the world to fulfil their potential through higher education, ensuring that everyone has access to opportunities that change lives.

Our diversity makes us stronger. By sharing our experiences, we learn from one another and achieve more together, driving progress across the sector.

At QS, you’ll be responsible for implementing real change in the international higher education landscape. You’ll take on meaningful challenges that see a positive impact across the business and the wider sector.

We’re confident you’ll feel right at home here. QS was named as one of Newsweek’s Top 100 Most Loved Workplaces® in the UK (October 2023), recognising the respect, trust and appreciation that drive our culture every day. And as a gold-accredited Investors in People organisation – putting us among the top 28% of workplaces globally – it’s official: QS is a place where everyone can thrive.

The role

The Employee Success Assistant is a vital contributor to our high-performance culture at QS. In this dynamic and fast-paced role, you will provide critical support to the People Team, ensuring that our HR operations run smoothly and efficiently. Your proactive approach, attention to detail, and commitment to excellence will help drive the success of our employees and the organisation as a whole. As an Employee Success Assistant, you are not just managing tasks, you are playing a key role in building a workplace where high performance is the norm.

Role responsibilities

• Proactive Employee Support: Deliver exceptional first-line support to employees, addressing their needs with efficiency and professionalism, and contributing to a positive and high-performing work environment.

• Efficient HR Administration: Manage HR processes with precision, including role changes, promotions, and payroll coordination, ensuring all actions are completed with accuracy and aligned with our high-performance standards.

• LHDN Compliance: Manage the stamping of employment contracts for new joiners in Kuala Lumpur in accordance with regulatory timelines, ensuring HR compliance with local employment regulations.

• HR Communications and Engagement: Assist with HR communications, including memos and internal updates, and contribute to the development of materials that support HR initiatives and engagement efforts as needed.

• Onboarding Excellence: Facilitate a seamless onboarding experience for new employees, ensuring they are set up for success from day one and fully integrated into our high-performance culture.

• Offboarding Success: Ensure a smooth and respectful offboarding process for departing employees. Facilitate their transition while maintaining positive relationships and capturing valuable feedback to continuously improve QS’s high-performance culture.

• Cross-Regional Collaboration: Coordinate with HR teams and stakeholders across regional offices to support consistent HR processes, specifically key onboarding and offboarding procedures.

• Continuous Process Improvement: Actively seek opportunities to improve HR processes and practices, ensuring they are streamlined and effective, and contribute to overall team efficiency. Contribute to HR projects aimed at enhancing processes and support the planning and rollout of new AI tools to drive continuous improvement.

• Accurate Documentation and Reporting: Maintain meticulous records and documentation to ensure HR processes are transparent, compliant, and support informed decision-making, while also supporting data accuracy through audit preparation and maintaining high standards within BambooHR.

• HRIS Data Management: Ensure all data in the HRIS system is accurate, up to date, and managed in compliance with data protection standards. Collaborate with the HRIS Manager to support system improvements and related initiatives as required.

• HR Mailbox Management: Manage the Company HR mailbox, efficiently handling ad hoc requests and queries within set timeframes to ensure timely and effective support.

• LinkedIn Learning Newsletter: Manage and continuously enhance the monthly LinkedIn Learning newsletter, updating content and design to engage employees and promote effective learning opportunities.

• Training Facilitation: Conduct training sessions on the Anti-Bribery Act (MACC) for all new starters in Kuala Lumpur, ensuring compliance and understanding of this critical regulation

Key skills and experience

• Experience: This is a graduate entry role, and we will provide the training and support needed to help you succeed. While some past administrative experience is an advantage, it is not required.
• Skills: Strong organisational and communication skills, with the ability to manage multiple tasks efficiently in a dynamic environment.
• Proficiency: Competence in using HR systems and Microsoft Office Suite, with a keen eye for detail and a commitment to continuous improvement.
• Education: A Degree in Human Resources, Business Administration, or a related discipline is preferred.

So, who are we and what do we do?

QS is the world leader in higher education services, analytics, insights and intelligence. From consultancy to student mobility, academic partnerships to branding solutions, our services power both institutional and individual success.

We’re behind the world’s most widely read university rankings (Meltwater 2023). Our QS World University Rankings® reach hundreds of millions, shaping decisions and guiding futures.

Since launching in 1990, our impact and influence have only grown. Today, we work with more than 2,000 of the world’s leading higher education institutions, over 12,000 employers, and governments seeking change and socioeconomic development through higher education.

Join QS and you’ll join an 800-strong community of problem-solvers, creators, collaborators and change-makers based in 40+ countries and 11 international offices, including Australia, Malaysia, India, Romania, Singapore, France, Germany, the USA and our headquarters in London.

With every talented new hire, business acquisition and bold initiative, we’re strengthening our reach and delivering even greater value to institutions and learners worldwide. Are you ready to shape the future of higher education?

We take investing in our people very seriously.

• Competitive base salary
• Access to an annual bonus scheme (for qualifying roles only)
• 20 days annual leave, plus public holidays
• Generous maternity and paternity leave
• Access to an Employee Assistance Programme (EAP) and MiCare health
• A vibrant social environment and multicultural and multinational culture

But that’s not all. Outside of these standard benefits we also offer resources to allow professional growth and wellness initiatives to nurture a healthy mindset:

• Free subscription to the Calm App – the #1 app for sleep, meditation, and relaxation
• A focus on welfare which is led by our global wellness team, with mental health first aiders globally
• Access to a variety of diversity and inclusion initiatives and groups
• Strong recognition and reward programs – including a peer-to-peer recognition platform, quarterly and annual QS Applaud Awards, Connect with your Career annual PD event
• Support for volunteering and study leave
• Free subscription to LinkedIn learning – with over 5000 courses and programmes at your fingertips
• Options to join our outstanding global Mentorship programme

Like what you’ve heard? Great, apply now!

As a candidate, we know the application and interview process can be daunting and so it’s important that you have a great experience with us. Our dedicated Talent Team will work hard to ensure you are fully informed at all stages and you are really excited by this opportunity to do meaningful work in the education space.

Equal opportunities

QS Quacquarelli Symonds is proud to be a fair and equal organisation where everyone has the same opportunity to achieve their full potential, irrespective of their background or personal attributes. We celebrate our diversity and believe through sharing our experiences we can learn from one another, be stronger together, and enable our business to thrive.

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