Executive Specialist (Science Groups) at WorldFish

George Town, Penang, Malaysia -

Full Time

Start Date

Immediate

Expiry Date

26 Mar, 26

Salary

0.0

Posted On

26 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Communication Skills, Scientific Literacy, Organizational Skills, Content Development, Problem Solving, Attention to Detail, Team Coordination, Project Management, Interpersonal Skills, Digital Literacy, Social Media Proficiency, Flexibility, Confidentiality, Research Knowledge, Event Coordination

Industry

Research Services

Description

About WorldFish WorldFish is an international research organization working to transform aquatic food systems to reduce hunger, malnutrition, and poverty. It collaborates with international, regional, and national partners to co-develop and deliver scientific innovations, evidence for policy and knowledge to enable equitable and inclusive impact for millions who depend on fish and other aquatic foods for their livelihoods and nutrition. Our work in countries advances progress on multiple 2030 Sustainable Development Goals through science and innovation, with a vision of healthy people, healthy planet and shared prosperity. About the Position The Executive Specialist (Science Groups) provides high‑level administrative, coordination, and content-support functions to the Science Director, with a work distribution of approximately 60% Executive Assistant responsibilities and 40% Science Coordination. This is a mid–senior level role requiring excellent judgment, communication skills, scientific literacy, and the ability to operate effectively across a distributed and multicultural research environment. The coordinator supports the Science Director in managing priorities, communication flows, content production, and coordination across 4 team leads and a Science Group of roughly 120 staff. The role also supervises interns working within the Science Group. Key Responsibilities Executive Support to the Science Director Triage and organize the Director’s inbox daily, identifying and prioritizing urgent and strategic items. Manage and update the Director’s calendar, ensuring alignment with programmatic priorities and strategic engagements, and institutional responsibilities. Draft, edit, and refine correspondence, presentations, talking points, internal briefs, and external communication materials on behalf of the Director. Coordinate meetings, workshops, and engagements, including preparing agendas, supporting materials, and documenting key decisions and follow-up actions. Ensure strong information flow between the Director and team leads, flagging issues needing attention and facilitating timely follow‑up. Prepare briefing documents in advance, background notes, and reading packs for key meetings, missions, and donor interactions. Support the onboarding of new team members by coordinating introductions, preparing materials, and ensuring smooth integration into the Science Group. Handle travel arrangements and travel liquidation for the Science Director. Maintain organized records of communications, documents, and decision logs needed for effective leadership oversight. Science Coordination and Content Support Consolidating inputs from team leads to produce high‑quality content including summaries, reports, presentations, and synthesis documents. Draft and refine science‑related content such as success stories, impact highlights, knowledge products, and updates for internal and external audiences. Monitor external trends, developments, and emerging priorities relevant to fisheries, aquaculture, and research for development, sharing insights with the Director and team leads. Support coordination of cross-team activities, ensuring timely information exchange, consistent documentation, and alignment with institutional deadlines. Collaborate with the Communications Team to ensure consistency with branding, messaging, and style guidelines in all science content. Manage templates, document structures, and shared knowledge tools to improve efficiency in content creation and documentation. Track progress of major initiatives, deliverables, and milestones, consolidating updates from team leads (note: PMU handles technical M&E and project management). Coordination, Documentation & Team Support Organize internal Science Group events, retreats, and workshops, coordinating logistics and documentation. Ensure consistent and accessible documentation of meeting minutes, follow‑ups, decision points, and shared resources. Maintain organized digital repositories of key Science Group documents ensuring information is easily accessible. Compile and gather materials for senior leadership, donors, partners, and external engagements. Supervise interns working with the Science Group, overseeing task assignments, quality of outputs, and professional development. Special Projects Provide coordination support to special initiatives requiring enhanced communication, content development, or cross-team coordination. Provide logistical and coordination support for strategic missions, high-level workshops, or cross-functional activities aligned with the Director’s priorities. This job might be for you if you have the below skills and qualifications: A bachelor’s or master’s degree in project management, communications, journalism, public relations, management, or a related science field is highly recommended. Minimum of 5-7 years of relevant professional experience in roles combining high-level coordination, executive support, and content development, preferably in an international or multi-disciplinary environment. Strong written and verbal communication skills in English, with the ability to draft and refine high-quality content for diverse audiences. Excellent organizational skills, attention to detail and the ability to manage multiple priorities simultaneously. Creative, proactive approach to problem solving and workflow optimization. Ability to maintain confidentiality and handle sensitive information with discretion. Proficiency in Microsoft Office Suite and content development tools (e.g., Canva, Adobe Creative Suite, or equivalents). Proficiency in social media such as LinkedIn, Facebook, X and tentatively YouTube. Desirable Skills: Strong interpersonal skills and the ability to work across teams and cultures. Commitment to excellent and high-quality deliverables. Flexibility to adapt to evolving priorities and responsibilities. Strong understanding of research for development in fisheries or aquaculture, natural resources management, or related areas. This is a Nationally Recruited Staff (NRS) position and WorldFish offers a competitive remuneration package including comprehensive benefits (but not limited to) insurance coverage for staff and eligible dependents, employer provident fund contribution, paid leave, and others. The duration of the contract will initially be for a three-year period with possibility for extension, depending on funding and performance. Recruitment Process Only shortlisted candidates will be notified and expected to attend the interview. Due to the high volume of applicants for WorldFish positions, we appreciate all interest, but only shortlisted candidates will be notified. How to Apply Your application must include: A copy of your curriculum vitae, A cover letter which addresses the key requirements stated above. Contact information of three professional referees who may be contacted if you are short-listed for the position. To be considered, applications must be submitted by no later than 23:59 (MYT); 25 January 2026. Location: Batu Maung, Penang, Malaysia. The screening will start immediately and will continue until the position is filled. Due to the high volume of applicants for WorldFish positions, we appreciate all interest, but only short-listed candidates will be contacted. Our Gender, Diversity and Inclusion Commitment Over 40% of WorldFish staff is women with some 30 nationalities represented and contributing to its dynamic multicultural work environment. WorldFish is committed to promoting a work environment where diversity and inclusion are valued and we seek to have gender balance in the organization. We aim to also seek balance across other diversity dimensions. People in WorldFish are treated equally irrespective of gender, ethnicity/race, national or social origin, disability, religion, political affiliation, age, family size, marital status or any other form of personal identity. We are an equal opportunities employer and strongly encourage qualified women and men from developing nations to apply.

Responsibilities

The Executive Specialist provides high-level administrative support to the Science Director, managing priorities, communication flows, and content production. The role also involves coordinating activities across team leads and supervising interns within the Science Group.