Admin Assistant

Boston Scientific; George Town; On-site; MYR 48,000 - 72,000; Full time

Job summary

Boston Scientific in Malaysia is seeking an experienced executive administrator to support senior leaders with calendar management, correspondence, and travel planning. The role requires a diploma or degree and 3–5 years of experience in executive support, with strong discretion and confidentiality.

You will prepare reports and materials, coordinate domestic and international travel, and ensure smooth operation of office processes in a fast-paced environment.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, or related field.
• Minimum 3–5 years of experience in executive administration or executive support roles.
• Experience coordinating domestic and international travel arrangements.
• Proficient in preparing, editing, and formatting presentations, spreadsheets, reports, correspondence, and meeting materials.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficient in Microsoft Office applications (Outlook, PowerPoint, Excel, and Word).
• Ability to work independently, prioritize tasks, and support senior leaders in a fast-paced environment.

Responsibilities

• Composes and transcribes routine correspondence and memos and distributes to appropriate personnel.
• Maintains filing systems and handles incoming mail, faxes, calls, and visitors with proper routing.
• Assists in preparing reports, graphs, and presentations using spreadsheet and graphic software.
• Answers routine questions or routes to appropriate staff for policy information.
• Schedules appointments and travel; maintains an up-to-date calendar for executives.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Organizational skills

Independent work

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Job description

Purpose Statement

Responsible for performing administrative and clerical duties for individual(s) in an organization in order to relieve them of administrative details.

Job Responsibilities

• Composes and/or transcribes routine correspondence, letters, and memos. May proofread for grammatical construction, spelling and flow, and distribute to appropriate personnel.
• Maintains alphabetical, numerical or subject filing systems.
• Receives incoming mail, faxes, telephone calls and visitors and routes to appropriate department staff by exercising judgment regarding content and priority.
• Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software.
• Acts as an informed source of company policies and procedures by answering routine questions or routing to appropriate employees for answers.
• Schedules appointments and travel; maintains up-to-date appointment calendar; ensures that the executive is informed at all times of scheduled commitments.
• Routinely plans and coordinates conferences, meetings and events by coordinating calendars, scheduling catering, ordering audio-visual equipment and working with facilities to ensure room configurations.
• Conducts all aspects of the job with appropriate level of confidentiality and sensitivity to employee and organizational data by storing documents carefully and not disclosing confidential information except on a need-to-know basis.
• Orders office supplies and equipment, and performs or arranges for routine maintenance of basic office equipment.
• May assist in establishing office policies and procedures, and coordinate special projects and department activities.

Job Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, or related field.
• Minimum 3–5 years of experience in executive administration or executive support roles. Strong experience in managing complex calendars, meeting schedules, and resolving scheduling conflicts.
• Experience coordinating domestic and international travel arrangements, including flights, hotels, and transportation.
• Proficient in preparing, editing, and formatting presentations, spreadsheets, reports, correspondence, and meeting materials.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficient in Microsoft Office applications (Outlook, PowerPoint, Excel, and Word).
• Ability to work independently, prioritize tasks, and support senior leaders in a fast-paced environment.