Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative, operational, and basic financial support to senior management by managing schedules, coordinating business activities, handling confidential matters, and assisting with financial and accounting-related tasks to ensure smooth business operations.

Key Responsibilities

• Manage executives calendars, appointments, meetings, and travel arrangements.
• Prepare correspondence, reports, presentations, meeting minutes, and business documents.
• Coordinate internal and external meetings, including scheduling and follow-up actions.
• Handle confidential documents and sensitive information with professionalism.
• Liaise with internal departments, clients, suppliers, and relevant parties on behalf of management.
• Monitor deadlines, projects, and action items to ensure timely completion.
• Assist in preparing budgets, expense reports, reimbursement claims, and financial summaries.
• Support invoice processing, payment tracking, purchase documentation, and petty cash records.
• Assist in reviewing contracts, quotations, purchase orders, and supporting financial documents.
• Coordinate with the Finance/Accounts Department on payments, claims, payroll-related documentation, and financial reporting.
• Maintain proper filing of corporate, administrative, and financial records.
• Support management in special projects, research, and strategic initiatives.
• Perform other ad-hoc duties assigned by management.

Requirements

• Diploma or Bachelor’s Degree in Business Administration, Finance, Accounting, Management, or related field.
• Minimum 2–5 years of working experience as Executive Assistant, Personal Assistant, Administration, Finance, or related role.
• Candidates with finance, accounting, bookkeeping, or audit background are highly preferred.
• Basic understanding of financial reports, budgeting, invoicing, claims, and payment processes.
• Strong organizational, multitasking, and time management skills.
• High level of integrity with the ability to handle confidential information.
• Proficient in Microsoft Office, especially Excel and PowerPoint.
• Experience with accounting software such as SQL Account, AutoCount, or similar systems will be an added advantage.
• Excellent communication skills in English and Bahasa Malaysia.
• Able to work independently in a fast-paced environment.