‫ ס‬Part 1: Understanding the Role of CAD (Corporate Affairs Department)

The Corporate Affairs Department (CAD) is one of the most important administrative units of any
organization, especially in a university setting like UCSI. Here’s what they typically handle:

ϋ Main Responsibilities:

Task Explanation Real Example

1. Internal Communication Facilitating proper communication between departments and top

2. External Communication Acting as a point of contact with external stakeholders, visitors, and
vendors. Inviting guest speakers or coordinating with sponsors for a university event.

3. Scheduling & Documentation Setting up meetings, preparing minutes, maintaining records.

4. Event Coordination Managing logistics for official programs or visits. Arranging seminars,
conferences, or official tours.

5. Report & Presentation Prep Drafting performance reports or presentations. Making PowerPoint
slides for the university’s progress update meeting.

6. Support to Director Assisting the CAD Director with daily administrative tasks. Preparing
the Director’s weekly agenda or following up on pending issues.

‫ ׃‬Key Skills Required:

Communication (written and verbal)

Documentation and correspondence writing

Time and schedule management

Coordination and teamwork

Software proficiency (MS Office, Teams, Forms, etc.)

ψ 1. Tell us about yourself.

Answer:

I am MD. Mazhar Hossain Sanjid, a Management graduate from Patuakhali Science and Technology
University. During my studies, I was actively involved in student organizations like UNYSAB and
Badhon, where I developed leadership and communication skills. I also interned in HR at Vivo
Bangladesh, where I learned about administrative work such as recruitment, file handling, and
coordination. I enjoy working in organized, structured environments and am excited to apply my
skills in the Corporate Affairs Department at UCSI University.

ψ 2. Why do you want to work in the Corporate Affairs Department?

Answer:

I am highly interested in administrative roles where I can ensure smooth operations and clear
communication. The CAD department deals with documentation, correspondence, stakeholder
coordination, and supporting leadership, which matches my background and skills. I enjoy organizing
tasks, managing communication, and supporting teamwork — all of which are key responsibilities in
this department.

ψ 3. How do you manage multiple tasks with tight deadlines?

Answer:

I use prioritization techniques like the Eisenhower Matrix (urgent vs important) and maintain a task
list. During my internship at Vivo, I had to prepare recruitment reports while organizing interview
sessions. I scheduled my work hour-by-hour and completed the most time-sensitive tasks first. I also
communicated with my supervisor regularly for updates or extensions.

ψ 4. What tools are you comfortable using for official work?

Answer:

I am confident using Microsoft Word, Excel, PowerPoint, and Teams for office work. I also use
Google Docs, Sheets, and Forms. At Vivo, I used Excel to track applicants’ data, PowerPoint for
reports, and Google Forms for feedback surveys.

ψ 5. How would you organize a departmental meeting?

Answer:

First, I would confirm the date and agenda with the Director. Then I’d schedule the meeting using
Microsoft Teams or email invitations. I’d prepare and share the agenda in advance, ensure meeting
documents are ready, and record minutes during the meeting. Afterward, I’d send a summary of
minutes and action items.
Example:

In a student organization, I was responsible for arranging weekly meetings. I created a Google
Calendar invite, made the agenda in Google Docs, and shared a meeting summary via email. This
improved attendance and task follow-up.

ψ 6. What is your understanding of professional correspondence?

Answer:

Professional correspondence means writing official letters, emails, or memos in a formal tone. The
language must be clear, respectful, and grammatically correct. It should follow proper formatting.

Example:

At Vivo, I helped draft interview invitation emails and formal thank-you letters for candidates and
partners. I learned to use proper greetings, professional tone, and clear formatting.

ψ 7. How do you ensure confidentiality in documentation?

Answer:

Confidential data should be stored in secure folders, both physical and digital. I avoid discussing
sensitive topics openly. If documents are shared, I use password protection or access control.

Example:

During my internship, I handled employee files. I was instructed never to leave them on open desks
and to lock the cabinet after work.

ψ 8. How would you handle an unexpected urgent task during a busy day?

Answer:

I would evaluate the urgency and impact of the new task. If it’s more important than my current
task, I would reschedule the latter. If both are equally urgent, I’d inform my supervisor and request
prioritization. Communication is key.

ψ 9. Describe a time when you solved a problem at work.

Answer:

During an event at UNYSAB, one of the speakers canceled last minute. I contacted a replacement
using our contact list, arranged transportation, and updated the program schedule. The event
continued smoothly, and I received appreciation from my team.

ψ 10. How do you prepare an official report or presentation?

Answer:

I gather the required data, structure it clearly, and use tools like Word or PowerPoint to create
professional documents. I always check for grammar, alignment, and clarity before submitting.
Example:

At university, I prepared a presentation on student participation in club activities. I used bar charts,
bullet points, and feedback quotes, which made the presentation both informative and engaging.

ψ 11. How do you handle event logistics?

Answer:

I create a checklist for venue, guest coordination, transport, food, seating, and documentation. I
assign team members to tasks and follow up with reminders.

Example:

I helped arrange a student seminar where I coordinated chairs, refreshments, and sound systems. I
also greeted guests and ensured the event ran on time.

ψ 12. Describe a time when you worked in a team.

Answer:

As a member of Badhon, I worked on organizing a blood donation camp. I coordinated volunteer

ψ 13. How do you maintain accuracy in documentation?

Answer:

I double-check all numbers, dates, and names. I also use templates for consistency and review my
work line-by-line before submission.

ψ 14. What are your strengths and weaknesses?

Answer:

Strengths: Communication, time management, documentation, adaptability.

Weakness: Sometimes I take extra time to ensure perfection, but I’m learning to balance quality and
deadlines.

ψ 15. Where do you see yourself in 5 years?

Answer:

I want to grow into a Senior Officer or Coordinator role in Corporate Affairs. I aim to contribute to
the university’s operational excellence while building my leadership and planning skills.

ψ 16. Do you prefer working independently or in a team?

Answer: Both. I enjoy team collaboration for big events or projects but can also work independently
on documentation or research tasks.
ψ 17. How would you assist a Director in managing their schedule?

Answer:

I would maintain a calendar with daily, weekly, and monthly views. I’d confirm appointments,
prepare agendas in advance, and send reminders.

ψ 18. What would you do if a meeting participant didn’t show up?

Answer:

I would follow up via call or message. If necessary, I’d reschedule the meeting and inform others
immediately. Afterward, I’d ask for a written update from the absent person.

ψ 19. What is your experience with handling forms or surveys?

Answer:

I’ve created surveys using Google Forms to collect event feedback and data. I analyze the responses
using Excel or Google Sheets.

ψ 20. What are the challenges of administrative roles?

Answer:

Handling multiple tasks at once, unexpected changes, and tight deadlines can be challenging. But
proper planning and communication help manage them effectively.