Job Descriptions

Executive Support

• Manage the Directors’ schedules, including appointments, meetings, and travel arrangements.
• Prepare and manage confidential correspondence, reports, and presentations.
• Take meeting minutes and ensure timely follow-up on action points.  

Administrative Coordination

• Serve as the primary point of contact between the Directors and internal/external stakeholders.
• Organize and coordinate internal meetings, board meetings, and special events.
• Assist with project tracking, reporting, and documentation on behalf of the Directors. 

Document and Record Management

• Maintain a filing system for important and confidential documents.
• Ensure timely submission and archiving of reports and key organizational records.

Communication and Liaison

• Screen phone calls, emails, and visitors, and handle inquiries efficiently.
• Liaise with staff, suppliers, and clients on behalf of the Directors.

Office Support

• Support the admin team in managing office supplies, logistics, and service providers.
• Contribute to the development and implementation of office procedures and policies.

Confidentiality and Discretion

• Maintain the highest level of discretion in handling sensitive information.
• Ensure compliance with organizational protocols and privacy standards.

Support to Administrative Functions

• Provide backup administrative support to other departments during peak periods or staff absences.

Job Requirements

• Diploma or Bachelor’s degree in Administration, Business, or a related field. 
• Minimum 2-3 years of experience in a similar role.
• Strong communication and interpersonal skills with proficiency in Mandarin, English, and Bahasa Malaysia. We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Ability to prioritize and manage multiple tasks effectively.
• Must be smart, highly organized, and possess strong problem-solving skills.
• Strong ability to maintain confidentiality.
• Flexible and able to work in a fast-paced environment.
• Excellent time-management skills.