Executive Assistant

About the role

Executive Assistant reporting to the Managing Director. The role encompasses comprehensive administrative support including calendar and meeting management, document preparation, confidential correspondence handling, event coordination, office administration, financial documentation, and property management assistance. The position requires managing multiple priorities across company operations, outlet management, and personal administrative matters for the MD.

Key responsibilities

- Manage the MD’s calendar, business appointments, meetings, schedules

and travel arrangements.

- Prepare letters, memos, reports, presentations, emails and official

correspondence.

- Compile documents for the MD’s review, approval and signature.

- Handle confidential information, correspondence and management matters

with discretion and professionalism.

- Coordinate company events, business meetings and management related

activities.

- Arrange management and departmental meetings, including agendas,

meeting materials and presentations.

- Prepare meeting minutes, recaps and action trackers.

- Follow up on management instructions, departmental submissions and

outstanding matters to ensure timely completion.

- Coordinate communication between management, internal departments,

business partners and external parties.

- Monitor deadlines and provide regular progress updates to the MD.

- Oversee daily office administration, filing, courier arrangements, stationery

and general office requirements.

- Maintain systematic physical and digital filing of company records,

agreements, contracts and renewal documents.

- Liaise with suppliers, contractors, service providers and relevant external

parties.

- Coordinate business travel, accommodation and transportation

arrangements for the staff.

- Ensure proper documentation and administrative support for daily business

operations.

- Maintain outlet tenancy agreements, rental records, renewals and related

documentation.

- Liaise with mall management, landlords, contractors and outlet teams on

tenancy and operational matters.

- Coordinate administrative arrangements for outlet openings, closures,

renovations and handovers.

- Obtain contractor quotations, prepare comparisons and monitor progress,

rectification works and completion deadlines.

- Monitor outlet insurance, permits, utilities and relevant renewal deadlines.

- Manage company petty cash and maintain accurate records.

- Prepare payment vouchers, invoices, claims and supporting documents.

- Coordinate payment submissions and follow up with the Accounts

Department.

- Monitor payment deadlines and maintain proper financial documentation.

- Assist in managing the MD’s personal properties, including tenant

communication, tenancy matters and maintenance coordination.

- Monitor rental collections, payment deadlines and banking of post-dated

cheques.

-Coordinate property-related payments, assessment taxes, maintenance and

renewal matters.

- Calculate and compile the MD’s driver overtime claims monthly.

- Compile and organise personal tax-related documents for submission to

the appointed tax agent.

-Assist with personal administrative arrangements and other matters

assigned by the MD.

- Maintain strict confidentiality, integrity and professionalism in handling

company and personal matters.

- Ensure timely follow-up and completion of assigned tasks.

- Perform other ad hoc duties, special assignments and responsibilities as

required by the MD.

About you

• Minimum Diploma in Secretarial Studies, Business Administration or equivalent
• At least 3-4 years of relevant secretarial or administrative experience
• Good command of English and Bahasa Malaysia
• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint
• Strong organisational, communication and follow-up skills
• Able to multitask, prioritise tasks and work independently
• Responsible, detail-oriented, proactive and trustworthy
• Experience supporting senior management is an added advantage