Office & Executive Assistant

Job Title: Office & Executive Assistant

Location: Petaling Jaya, Selangor, Malaysia

Workplace Type: Regional HQ

Employment Type: Full-Time, Permanent

About CSI Global

CSI Global is a premier multi-disciplinary engineering and contracting group delivering Advanced Building MEP Systems, Master Systems Integration (MSI), and Project Management across the GCC, MENA, and Asia. Globally recognized for excellence in Testing & Commissioning and smart infrastructure, we execute mission-critical projects—from Data Centers to International Airports—combining engineering precision with technological innovation.

The Opportunity

We are expanding our regional operations in Southeast Asia (SEA) and seeking a proactive, self-directed Office & Executive Assistant to join our team in Petaling Jaya, Malaysia.

Working directly alongside the Regional Director (SEA), you will initially ensure the seamless day-to-day administration and operational coordination of our regional hub. This role is built on a structured progression pathway: as our regional footprint grows, the position is designed to transition into Office Manager & Executive Assistant, offering increased ownership across office operations, vendor management, executive support, and cross-functional administrative coordination.

Key Responsibilities

• Executive Support & Coordination: Manage the Regional Director’s calendar, travel itineraries, meeting schedules, and logistics with high precision and discretion.
• Office Operations & Facilities: Ensure the smooth day-to-day running of the SEA regional office, serving as the central point of contact for facility management, building administration, and office supplies.
• Document & Information Management: Handle general correspondence, maintain structured digital filing systems, implement version control, and track meeting minutes and action items to completion.
• Financial & Commercial Administration: Support basic bookkeeping workflows, process staff expense claims, coordinate vendor invoices, and liaise with accounting teams for accurate reporting.
• Regional People & Onboarding Support: Coordinate onboarding logistics for new joiners across the SEA region and support HR administration touchpoints with group headquarters.
• Digital Workflows & Process Optimization: Leverage modern productivity and digital/AI tools to document repeatable standard operating procedures (SOPs), automate routine administrative tasks, and maintain shared knowledge repositories.

What We Are Looking For

Must-Have:

• Education: Bachelor’s Degree or Diploma in Business Administration, Management, Human Resources, or a related discipline.
• Experience: Proven experience (2+ years) in office administration, executive assistance, or corporate operational support.
• Communication: Exceptional written and spoken English, comfortable interacting with regional teams, international leadership, and external partners.
• Software & Tools: Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook).
• Ownership & Discretion: Demonstrated ability to work independently with limited supervision, handle confidential executive matters with high integrity, and prioritize multiple tasks effectively.

Nice-to-Have:

• Prior experience supporting senior management or executive directors in an engineering, contracting, or multinational corporate environment.
• Practical familiarity with digital productivity platforms, workflow automation, or AI tools to optimize daily office operations.
• Working knowledge of local languages in the SEA region (e.g., Bahasa Malaysia).
• Basic understanding of bookkeeping, local statutory processes, or regional HR administration standards.

Why Join CSI Global?

• Structured Career Growth: A clearly defined development path with direct mentorship from the Regional Director, progressing from Office Assistant to Office Manager & EA.
• Regional Impact: Play a pivotal operational role in establishing and scaling our regional presence across Southeast Asia.
• Collaborative & Modern Culture: An agile, tech-forward working environment backed by an international engineering group, supporting innovation, digital automation, and continuous professional development.