Executive Assistant

About the Role

We are seeking an analytical and organised Executive Assistant to Management to coordinate management priorities across departments, monitor business initiatives and prepare accurate information for decision-making. This role requires strong follow-through, sound judgement and an understanding of manufacturing or engineering operations.

Job Purpose

To provide administrative, analytical and coordination support to Management, applying a Mechanical Engineering background to understand technical information and manufacturing operations. The role involves reviewing engineering drawings, bills of materials (BOMs), operational reports and project documentation, coordinating follow-up across departments, and ensuring Management instructions and decisions are translated into clear actions and completed on time.

Key Responsibilities

• Translate Management instructions and meeting decisions into clear actions, assigned responsibilities, deliverables and deadlines.
• Maintain a central management action tracker, follow up with responsible departments and verify completion of agreed actions.
• Coordinate across Engineering, Production, Planning, Procurement, Warehouse, Logistics, QA, Sales, Finance, HR, IT and other relevant functions.
• Review operational reports, ERP data and relevant technical documentation to identify gaps, dependencies and matters requiring follow-up.
• Investigate business issues by consolidating facts, departmental inputs and supporting records for Management review.
• Coordinate management-sponsored projects, process improvements and digitalisation initiatives, including milestones, responsibilities and implementation progress.
• Support ERP initiatives through process reviews, testing coordination, data validation and issue tracking.
• Analyse operational and project information, highlighting trends, bottlenecks, overdue items and significant risks.
• Prepare executive summaries, dashboards, progress reports and management presentations.
• Maintain accurate and confidential records, escalate significant delays or unresolved issues, and recommend practical improvements.

Requirements

• Diploma in Engineering, Production / Manufacturing Technology or another relevant technical discipline preferred.
• Relevant qualifications in Business or Project Management are an advantage when supported by strong manufacturing or engineering exposure.
• Minimum 3 years of experience as a Personal Assistant, Executive Secretary or in a management support role.
• Experience supporting senior management or directors in a corporate or manufacturing environment is an added advantage.
• Strong analytical, problem-solving, organisational and time management skills.
• Good understanding of business operations, project coordination and action tracking.
• Ability to analyse information, challenge constructively and communicate findings clearly.
• Good communication and professional writing skills.
• Proficient in Microsoft Office; exposure to Microsoft Dynamics 365 Business Central is an advantage.
• Proficiency in English and Bahasa Malaysia; Chinese language proficiency is preferred.
• Able to handle confidential information professionally and work independently under tight deadlines.
• Willing to travel as required.