Executive Assistant Team Lead

Description About Alvarez & Marsal Alvarez & Marsal (A&M) is a global consulting firm with over 10,000 entrepreneurial, action and results-oriented professionals in over 40 countries. We take a hands-on approach to solving our clients' problems and assisting them in reaching their potential. Our culture celebrates independent thinkers and doers who positively impact our clients and shape our industry. The collaborative environment and engaging work—guided by A&M's core values of Integrity, Quality, Objectivity, Fun, Personal Reward, and Inclusive Diversity—are why our people love working at A&M.

How You Will Contribute You will run day-to-day office administration and support for the Malaysia office, covering the following areas:

Office Administration & Facilities Management

• Manage weekly and monthly pantry supplies, stationery inventory and replenishment, and meals for office and staff events (e.g., All Hands, lunch & learn, client visits, monthly events)
• Coordinate with building management, contractors, electricians and suppliers on office maintenance, repairs, troubleshooting, monthly delivery permits and plant replacement
• Ensure office equipment and meeting room technology (TVs, video conferencing systems, cables, docking stations) are fully functional
• Manage access card configuration, new joiner access cards and monthly access card reports for the Head of Department; monitor CCTV and coordinate follow-up actions
• Manage the cleaner schedule
• Manage petty cash: coordinate monthly top-ups with Finance and ensure claims are supported by receipts and approval evidence

IT Support for Malaysia Office Staff

• Coordinate laptop imaging and setup for new and existing staff; prepare onboarding kits (laptop, bag, notebook, pen, building and office access cards)
• Troubleshoot laptop issues, log IT incident tickets and track them to resolution; liaise with Laptop Provider on warranty claims and repairs
• Collect and reset laptops from leavers and complete the Exit Checklist signed off by the leaver, IT and Admin
• Install printer drivers; maintain the copier connection (standalone wifi); troubleshoot screens, printers, screen extensions and HDMI cables

Telecommunications Management

• Review and verify monthly mobile phone bills for accuracy and compliance with applicable limits
• Arrange international roaming; coordinate new mobile lines, device requests and SIM replacements, including exceptional applications to local telco with HOD approval; manage the local telco online portal

Corporate Secretarial & Government Liaison

• Coordinate annual business licence renewals for the Malaysia entity
• Manage documentation and administrative matters with the Corporate Secretarial team and government authorities, including collecting official letters and documents from government offices when required

RFP & Vendor Registration

• Coordinate vendor registrations and related administrative requirements, completing online registrations using Malaysia entity information
• Ensure company details, supporting documents and registration information are accurate and up to date

Vendor Payments & Utilities (Agresso)

• Process and coordinate vendor invoices and payments through Agresso, ensuring supporting documents and approvals are in place
• Manage recurring monthly payments (office rental, internet, water and electricity, cleaning, copier services) and annual payments (office plants, water filters, air purifiers); process ad hoc payments such as pantry supplies and business card printing
• Follow up with vendors and internal teams to ensure timely payment and resolve outstanding matters

Requirements

• Relevant experience, preferably in a professional services environment.
• Excellent oral and written communication skills to effectively communicate with team members, clients, and external stakeholders.
• Proficient in advanced computer software applications including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Professional approach, exceptional interpersonal and relationship-building skills.
• Strong leadership skills, offering guidance and acting as a mentor to team members.
• Ability to handle sensitive and confidential information with maximum discretion.
• Strong time management, organisation, and prioritisation skills.
• Strong attention to detail and ability to effectively self-review.
• Ability to multi-task in a fast-paced environment, using flexible mindset to shift priorities.
• Strong analytical and problem-solving skills, with the ability to adapt to a dynamic work environment.
• Ability to work independently and managing a team.
• Collaborative, innovative and team-oriented with a positive “can do” attitude.
• Ability to proactively perform projects to successful completion within specified deadlines and be involved in executive business dealings.
• Knowledge of current health and safety legislation.
• IOSH qualification desirable.
• Experience working with senior clients and/ or arranging complex travel arrangements and event co-ordination is a plus.

Your journey at A&M We recognize that our people are the driving force behind our success, which is why we prioritize an employee experience that fosters each person’s unique professional and personal development. Our robust performance development process promotes continuous learning, rewards your contributions, and fosters a culture of meritocracy. With top-notch training and on-the-job learning opportunities, you can acquire new skills and advance your career.

We prioritize your well-being, providing benefits and resources to support you on your personal journey. Our people consistently highlight the growth opportunities, our unique, entrepreneurial culture, and the fun we have together as their favorite aspects of working at A&M. The possibilities are endless for high-performing and passionate professionals.