Job Description

About Us

At Unseen Matters, we believe that great gifts tell powerful stories.

We’re a sustainable gifting and brand consultancy that helps leading brands like Google, Petronas, Meta, Amazon, and Sunway bring their values to life through meaningful, story-driven merchandise and experiences.

Our work combines creativity, sustainability, and social impact — transforming materials, ideas, and values into something that can be felt and remembered.

If you’re organized, resourceful, and eager to learn how a company is built from the inside out — we want you on our team.

✨ Role Overview

This isn’t your typical assistant role.
You’ll work directly with our Founder & CEO — managing operations, coordinating projects, handling finance and admin tasks, and helping turn ideas into real outcomes.
It’s part assistant, part operations lead, and part future strategist — a rare opportunity to learn every aspect of running a fast-growing company.

🎯 What You’ll Do

Administration & Operations

• Handle company registration, vendor forms, and banking documentation
• Process quotations, invoices, and financial tracking
• Oversee day-to-day office operations (supplies, Wi-Fi, maintenance, logistics)

Project & Business Coordination

• Track project timelines, deliverables, and team progress
• Prepare meeting briefs, take notes, and ensure follow-ups are done
• Summarize updates and assist the CEO in prioritizing tasks and decisions

Marketing & Growth Support

• Coordinate website updates, content uploads, and email campaigns
• Support lead generation and business-development research
• Manage proposals, presentations, and client decks

Strategic Exposure

• Attend internal + external meetings alongside the CEO
• Handle confidential discussions (finance, HR, clients) with discretion
• Learn how to build systems and processes that scale a company
   

🌟 This Role Is for You If…

• You’re entrepreneurial by nature — you take ownership, not instructions.
• You get energy from making things happen, not from clocking out.
• You’re obsessive about details — when something’s discussed, it’s captured, remembered, and followed through.
• You communicate early and clearly — you’d rather over-communicate than leave people guessing.
• You don’t wait to be chased; you update, anticipate, and close the loop.
• You never bring just a problem — you bring context, options, and your best recommendation.
• You plan ahead — if something might slip, you flag it early with a proposed fix.
• You value precision, clarity, and accountability in everything you do.
• You believe in doing things right, fast, and with pride.
• You use AI tools daily (ChatGPT, Notion AI, Gemini, automation platforms, etc.) to work smarter and faster.
• You’re fluent in English, Bahasa Malaysia, and Mandarin — both written and spoken.

🚀 What You’ll Gain

• Direct mentorship from the Founder / CEO
• First-hand exposure to leadership, strategy, and operations
• Hands-on experience across admin, finance, and marketing
• Opportunities to contribute ideas and implement them
• Hybrid working flexibility (office + remote)
• Fast-track growth to Operations Lead / COO in 2–3 years

Job Requirements

🔎 Requirements

• 2–4 years’ experience in administration, operations, or project coordination (exceptional fresh grads considered 
• Excellent organization, structure, and attention to detail
• Highly proactive, resourceful, and entrepreneurial mindset
• Tech-savvy (Google Workspace, Sheets, Docs, Canva, Notion or similar)
• Strong communication & problem-solving skills
• Based in Kuala Lumpur, Malaysia 

🛠️ Bonus Skills (Nice to Have)

• Experience in marketing or creative operations
• Familiarity with finance or procurement systems
• Presentation or storytelling skills
• Interest in sustainability & brand development

💡 At Unseen Matters, you won’t just assist a founder — you’ll learn to think like one.

This role is for someone who wants to grow fast, think strategically, and make things happen.

Skills