Job Description

Ready to be the dependable right-hand person everyone trusts?

We are inviting you to consider working with us at the Group of Companies. Guided by our P.I.E. values (People, Innovation, and Effectiveness & Efficiency), we are a fast-growing FMCG and trading organization that connects suppliers, distributors, and customers across the region while keeping things practical and people-focused.

As our Executive Assistant, you will be the backbone for our senior leadership—specifically acting as the trusted right-hand to the CEO and MD of the Group of Companies. By keeping calendars, travel, and cross-company communications tight, you will ensure strategic decisions move forward without friction. Simultaneously, you will oversee daily office operations, manage facilities, and lead the admin team, making it easier for the entire organization to focus on business growth and client relationships.

Your Growth & Impact

• Develop stronger executive-level skills by managing complex schedules and cross-border logistics, building credibility with senior stakeholders.
• Expand your network by coordinating regularly with suppliers, logistics partners, and regional clients.
• Build leadership readiness by running internal projects, supervising the admin team, and improving policies that affect the whole organization.
• Gain direct exposure to manufacturing, trading operations, and commercial workflows that deepen your industry knowledge and career options.

Job Requirements

Executive Support & Stakeholder Communication

• Manage complex calendars, schedule meetings across time zones, and prioritize conflicting requests professionally for the CEO and MD.
• Act as the primary liaison bridging communication between the directors, department heads, and subsidiary companies, routing requests and resolving routine issues quickly.
• Arrange domestic and international travel, visas, and accommodation, preparing clear itineraries and expense reports for senior management.
• Take clear meeting minutes, log action items, follow up to ensure timely completion, and handle sensitive information with strict discretion.

Office Operations & Facilities Management

• Oversee day-to-day administrative operations, ensuring the timely procurement of office supplies, equipment, and services.
• Manage office facilities, including security, cleanliness, and compliance with safety standards, coordinating effectively with vendors and service providers.
• Draft, format, and proofread correspondence, presentations, and reports to a high standard of accuracy.
• Maintain organized digital and physical filing systems, monitor fixed assets, and assist in managing the administration budget.

Project Coordination & Team Leadership

• Supervise and guide the administrative team, assigning tasks, providing training, and delivering performance feedback to ensure high productivity.
• Plan and track small to mid-sized projects, ensuring milestones, follow-ups, and documentation are completed on time.
• Develop, implement, and enforce administrative policies and office protocols to ensure compliance with company standards.
• Prepare concise status updates and action lists so leaders can make informed decisions quickly.

Requirements

Qualifications & Experience

• 5 to 9 years of proven Executive Assistant or senior administrative experience supporting C-level management in a manufacturing, trading, or commercial environment.
• At least 2 years of experience in a supervisory or office management role.
• Diploma or degree in business administration or a related field preferred, or equivalent hands-on experience.
• Experience working in small to mid-size teams where flexibility and practical problem-solving are essential.

Hard Skills & Knowledge

• Advanced proficiency with Microsoft Office, Google Workspace, and enterprise collaboration tools (Lark, Teams,Zoom).
• Practical experience with travel booking platforms, online expense systems, and basic budgeting or ERP entries.
• Strong minute-taking, document preparation, and record-keeping skills with an eye for formatting and accuracy.
• Knowledge of ISO standards and basic AV setup for hybrid meetings is a plus.

Soft Skills & Qualities

• Excellent written and spoken communication in English and Malay. Proficiency in Mandarin is a strong advantage for liaising with specific stakeholders and suppliers.
• Highly organized, able to prioritize under pressure, and manage multiple overlapping tasks without losing attention to detail.
• Trusted to handle confidential matters with discretion and sound judgment.
• Proactive problem solver who anticipates executive needs and follows through until tasks are complete.

Skills