Executive Assistant, International

Are you an experienced business studies graduate with management support experience? Looking to gain further exposure to international work?

The International BPS (Professional Firms) team brings the synergies of digital Business Process Services to international professional firms. We help professional firms outside Malaysia transform the scalability of their professional departments by adopting the combined synergies of digital technology and a competent Malaysian professional team.

Your Role We are seeking a proactive and resourceful Executive Assistant International, who is able to work well under time pressure, excels in building relationships, and is adept at managing international logistics. If you are highly adaptable, detail-oriented, and a natural problem-solver, you might just be who we are looking for.

• Executive Time Management: Strategically prioritise and align schedules with key business objectives, ensuring efficient time management in line with company goals
• Relationship Management: Build and maintain strong relationships with internal and external stakeholders to foster collaboration, streamline communication, and resolve potential redundancies
• Meeting Coordination: Manage meeting logistics, prepare agendas, take detailed memo / notes, transcribing recorded discussions into meaningful meeting records, and follow up on action items to ensure efficient and productive meetings. You should be prepared to attend local meetings that may take place outside of the Malaysian office to support in managing the agenda, meeting notes and logistics
• Scheduling and Calendar Management: Provide proactive scheduling and calendar support, ensuring thorough preparation for all commitments, including briefing materials, meeting agendas, and itineraries
• Business Development support: Coordinating and securing client appointments for the Senior Executive, booking of suitable venue / restaurants / café for business development discussions, provide support toward digital content creation of the company
• Document Management: Support the Senior Executive’s administrative requirements in collaboration with other colleagues / external professionals, that may include matters such as company registration, APEC card applications, local vehicle registration for expatriate Senior Executive, management of digital data room arising from various client projects and engagements, and the occasional handling of international courier or critical hard copy business documents
• International Travel Management: Plan and coordinate international and local travel logistics, handle itineraries and required documentation. Be prepared to offer support outside traditional business hours during international travel
• Expense and Budget Management: Oversee travel expenses and manage expense records in a timely manner

The International BPS (Professional Firms) Team Transcending the traditional concept of BPO (Business Process Outsourcing), the BPS team specialises in working with our international professional firm clients to explore feasible use of new technologies that empower professional firms to improve operating effectiveness through process improvements, shared services, and outsourcing while deliver business performance and growth.

Qualifications Required

• Bachelor’s Degree in a Business or Management related field, or equivalent
• Minimum 3 years’ experience providing executive-level support, including experience of working with senior executives
• Competent command of professional English language skills
• Thrives in a fast-paced, often ambiguous environment, demonstrating a proactive and positive attitude to change
• Impeccable attention to detail, ensuring flawless execution in scheduling, documentation, and travel arrangements
• Ability to manage and prioritize multiple requests across different geographic regions with a focus on quality and efficiency
• Operates independently, anticipating needs and delivering creative solutions
• Works effectively within a team environment, partnering with colleagues across different teams to ensure alignment and operational success
• Outstanding verbal and written communication skills to effectively interact with a diverse range of stakeholders
• Maintains the highest level of confidentiality, integrity, and professionalism

Advantageous if you also possess one or few of the following:

• Extensive experience coordinating international travel logistics, including international documentation preparation
• Ability to converse in / comprehend basic conversational Japanese
• Self-driven and possess inclination towards use of technology for professional services
• Posses certification / professional qualifications relevant to the position being offered
• Strong oral and written communication skills, including presentation skills
• Possess competent working knowledge with MS Teams and advanced MS Word, MS Excel
• Possess accounting related qualification / experience

Additional Notes Being a digital-focused organisation, we expect you to work productively and comfortably in a hybrid work environment. You should have the ability to seamlessly transition between a virtual work environment and a physical office (based out of KLCC / Pavilion KL area) within a scheduled routine. We believe that our work is not bound by physical borders. Similarly, our team members are effective and productive regardless of work location.