Job Description

To provide administrative and executive support to the Director, ensuring smooth day-to-day operations. Responsibilities include the following:

• Manage the Director’s schedule, including appointments, meetings, and travel arrangements.
• Handle correspondence, emails, and phone calls on behalf of the Director.
• Prepare reports, presentations, and meeting minutes as required.
• Assist in organizing and coordinating internal and external meetings, events, and conferences.
• Liaise with internal departments, external stakeholders, and the China HQ office to ensure timely communication and follow-up.
• Assist the Director and project team in tracking and monitoring project timelines and deliverables.
• Conduct basic research and compile information for reports or presentations.
• Ensure confidentiality and discretion when handling sensitive information.
• Assist other department heads (HODs) with tasks or projects as assigned by the Director.
• Be flexible and responsive to urgent matters that may occasionally arise outside regular working hours.
• Undertake ad hoc tasks or special assignments as directed by the Director.

Job Requirements

• Bachelor’s degree or diploma in Business Administration, Management, or a related field.
• A minimum of 5 years of experience in an executive or administrative support role.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication skills in English, Bahasa Malaysia, and Mandarin (mandatory, to liaise with the China HQ office).
• Presentable and neat appearance, with a professional demeanour at all times.
• Possesses excellent manners, a polite attitude, and a professional approach to interactions with stakeholders at all levels.
• Highly trustworthy and capable of maintaining discretion and confidentiality when handling sensitive information.
• Detail-oriented, proactive, and capable of handling tasks independently.
• Ability to maintain professionalism and confidentiality at all times.
• Willingness to be responsive and available for occasional urgent matters outside working hours, as needed.

Skills