Executive Assistant

KEY RESPONSIBILITIES:

As a Executive Assistant to the Director, you will provide high-level support to ensure smooth daily operations and strategic coordination across various business areas.

Your responsibilities include, but are not limited to, the following:

Executive Support:

• Manage the Director's schedule, appointments, and travel arrangements Coordinate internal and external meetings, events, and engagements.
• Prepare agendas, take meeting notes, and follow up on action items.

Communication and Liaison:

• Serve as the primary point of contact between the Director and internal/external stakeholders.
• Draft, review, and manage correspondence, reports, and presentations.
• Maintain professionalism and confidentiality in all communications.

Project and Administrative Coordination:

• Assist in overseeing special projects, including event planning, marketing campaigns, and training programs.
• Maintain organized filing systems, records, and databases.
• Support with documentation and administrative processes across departments.

Travel and Logistics:

• Arrange flights, accommodation, and transport for domestic and international trips.
• Prepare detailed travel itineraries and ensure all logistics are handled efficiently.

Operation and Personal Support:

• Support the Director in both professional and personal errands as needed.
• Assist in coordinating team activities, training schedules, and client appointments.
• Handle sensitive matters with discretion and sound judgment**.**
• Assist with event execution, promotional material preparation, and brand presentations. Collaborate with team members during coffee-related events, workshops, and client visits.

Brand and Event Support:

• Assist with event execution, promotional material preparation, and brand presentations.
• Collaborate with team members during coffee-related events, workshops, and client visits.

Time and Task Management:

• Anticipate needs and proactively resolve scheduling or administrative conflicts.
• Maintain flexibility in work hours and adaptability in fast-paced situations.

Errands and Personal Tasks:

• Running errands such as shopping, banking, and appointments.
• Assisting with personal matters or tasks as requested.

Travel Requirements:

• This position requires travel, both outstation and overseas, to support project needs, participate in company events, etc.

Confidentiality:

• Handle sensitive business, financial and client information with discretion

Requirements and qualifications:

• Diploma or bachelor's degree in Business Administration, Office Management or a related field
• At least 2–3 years of experience as an Executive Assistant, Personal Assistant or Office Manager
• Experience supporting a business owner or senior executive is a strong advantage
• Good written and spoken English; Bahasa Malaysia required; Mandarin is a plus
• Confident with email, calendars, Microsoft Office or Google Workspace
• Valid driving licence is a plus
• Knowledge of import/export or the coffee industry is a plus, not required

Skills and personal qualities:

• Highly organised and able to juggle tasks for several businesses at once
• Trustworthy and discreet with confidential information
• Proactive: spots problems early and follows up without being asked
• Clear, polite and professional communicator
• Calm under pressure and flexible when priorities change
• Strong attention to detail

Pay: RM4,500.00 - RM6,500.00 per month

Benefits:

• Free parking
• Health insurance
• Maternity leave
• Opportunities for promotion
• Professional development

Work Location: In person