Executive Assistant

The Executive Assistant will provide high-level administrative support to the Regional Manager of the company. The ideal candidate will be resourceful, proactive, and capable of managing both professional and personal responsibilities with efficiency and discretion. This role requires someone who can anticipate needs, solve problems, and handle a wide range of tasks to support the Regional Manager.

Office Management and Support

• Provide administrative support including but not limited to calendar management, schedule of meetings with internal and external customers, prepare official correspondences to internal & external parties, travel arrangements, filing, preparation & compilation of reports & presentation materials.
• Preparation of materials and presentation slides for internal and external meetings / events.
• Analyze information and draft reports/findings as assigned.
• Capture minutes / action items of meetings and follow-up with the relevant parties on the action plan.
• Assists in monitoring service level and performance of the department.
• Review, sort and categorize all incoming information / documents / emails / calls as required and delegate to the respective department and where necessary, ensure closure to matters arising.
• Demonstrate professional conduct in Interaction with Senior Management Personnel & all levels of staff.
• Conduct research and compile data for meetings, projects and reports.
• Organize and maintain files and records, ensuring confidentiality and security.

Office Administration

• Assists / Participate in coordinating and organizing functions and events by the department.
• Provide views/recommendation on office sitting arrangements and office resources required.
• Documentations i.e monthly reporting, expense reporting
• Travel organizing and planning with itinerary to both UK and regional offices.
• Assists in reviewing documents including business contracts.
• Assists in communications with overseas business partners.
• Review and monitor overseas business partners performance.

Project Coordinator / Support

• Coordinate project or support project manager / teams as assigned during planning and implementation including meeting coordination, drafting approval memos and communication materials and tracking timelines.
• Track all issues reported and ensure timely solutions are provided or by relevant stakeholders. Monitor project activities timelines / deadlines and provide timely reminders until activities are done.
• Coordinate on VIP visits to Malaysia.

Job Requirements:

• Bachelor's Degree in Business Administration / Finance / Any related fileds.
• At least 5 years of relevant experience as a C-Suite Executive Assistant.
• Proactive and anticipatory, able to think ahead and plan accordingly.
• Very detail-oriented and through in task execution
• Flexible and adaptable to changing priorities whenever needed.
• Dependable and trustworthy, with a high level of integrity.
• Strong coordination, multi-tasking skills and strong interpersonal skills.
• Strong written communication & report writing skills.
• Excellent proficiency in MS Exel, Word & Power Point
• Able to work with tight deadlines & flexible working hours beyond office hours when needed.