Job Description

We are looking for a driven and capable Executive Assistant to the Managing Director to lead the day-to-day operations of Talent Outsource, a growing Business Process Outsourcing (BPO) company in Kuala Lumpur.

This role goes beyond traditional admin work, you will be responsible for managing Sales, Operations, HR, and Administration under the direction of the Managing Director. You will act as the main point of accountability for the business, ensuring everything runs smoothly while supporting the leadership team with admin, travel, and reporting as required.

Responsibilities include overseeing daily operations, managing staff, supporting sales processes, handling HR tasks, and ensuring high-quality client delivery. Occasional travel may be required to support business meetings and events.

Key Responsibilities

Business Operations & Management

• Oversee daily operations across all business functions: Sales, HR, Admin, and Client Management.
• Ensure company processes, SOPs, and reporting structures are followed and continuously improved.
• Manage staff performance, hiring, onboarding, and HR-related matters.
• Prepare regular reports and updates for the Managing Director and Board.

Sales & Client Support

• Manage the sales pipeline, proposals, client onboarding, and communications.
• Work with the marketing team to support lead generation activities.
• Ensure high-quality client service and timely delivery of commitments.

Executive & Board Support

• Provide full administrative support to the Managing Director and Board.
• Arrange travel, meetings, and logistics as required.
• Maintain company records, documentation, and confidential files.
• Prepare meeting agendas, take minutes, and track follow-ups.

What We Offer

• A pathway to grow into a General Manager or COO role as the business scales.
• Exposure to board-level strategy and decision-making.
• Competitive salary with performance-based incentives.
• Direct access to mentorship from experienced leadership.
• Opportunity to work in a fast-growing, cross-border outsourcing business.

Job Requirements

Skills & Competencies

• Strong business operations mindset, structured, detail-oriented, and results-driven.
• Excellent organisation and project management skills.
• Strong communication and people management skills.
• High level of discretion and professionalism in handling confidential matters.
• Able to work independently and take ownership of business outcomes.

Experience

• Minimum 3 years in a similar role (Executive Assistant, Operations Manager, Business Manager).
• Exposure to managing Sales, HR, Admin functions in a growing company is highly preferred.
• Proficiency in business tools: Microsoft Office, Google Workspace, project management software, CRM systems.

Personal Attributes

• Reliable and highly responsible, operates with integrity and trust.
• Strong sense of ownership and accountability.
• Proactive problem-solver with a bias for action.
• Professional, confident, and clear communicator.
• Willing to be hands-on in all aspects of the business.
   

Skills