Executive Assistant

Job Summary:

We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to Management Level. The ideal candidate will be proactive, professional, and discreet, with the ability to manage multiple priorities and ensure seamless executive-level operations.

Key Responsibilities:

1) Administrative Support:

• Manage and prioritize complex calendars, including scheduling meetings, appointments, and travel arrangements for the executives.
• Prepare, edit, and distribute correspondence, reports, presentations, and other documents as needed.
• Serve as the primary point of contact for internal and external stakeholders on all matters related to the executives.

2) Meeting Coordination:

• Organize and coordinate executive meetings, including preparing agendas, taking minutes, and following up on action items.
• Arrange logistics for virtual and in-person meetings, conferences, and events.

3) Travel and Expense Management:

• Coordinate domestic and international travel, including flights, accommodations, and itineraries.
• Prepare and process expense reports in compliance with company policies.

4) Project Management:

• Assist in tracking and following up on projects, initiatives, and deadlines assigned by the executives.
• Conduct research and compile data to support decision-making and strategic planning.

5) Confidentiality and Professionalism:

• Handle sensitive and confidential information with the utmost discretion.
• Maintain a professional demeanor and represent the executives effectively in all interactions.

6) Office Operations:

• Liaise with internal departments and external partners to ensure smooth communication and collaboration.
• Support the executives with personal tasks or errands when required.

Requirements:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• 2–4 years of experience as an Executive Assistant to management-level personnel.
• Exceptional organizational and time management skills with a strong attention to detail.
• Proficiency in English; the ability to speak and read Chinese and Malay is an added advantage.
• Proficient in Microsoft Office Suite and familiar with scheduling and collaboration tools.
• Experience in preparing meeting minutes and working in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to work independently and manage multiple priorities in a high-pressure setting.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Occasional flexibility to accommodate time-sensitive tasks, including potential after-hours work for urgent matters.