Admin Officer/ Executive

Speedmatrix Sdn Bhd; Kuala Lumpur; On-site; MYR 200,000 - 250,000; Full time

Job summary

A dynamic company in the AI sector is seeking a highly organized Administration Assistant to support office operations and serve as a Personal Assistant to senior management. This dual role is vital for maintaining efficient administrative workflows. Candidates should have a Bachelor's degree, experience in administrative roles, and proficiency in English and Mandarin. Competitive compensation and a supportive work environment are offered.

Benefits

Competitive compensation

Supportive work environment

Opportunities for growth and development

Qualifications

• Proven experience as an Administrative Assistant or Personal Assistant.
• Ability to communicate effectively with Mandarin-speaking clients.
• High level of professionalism, discretion, and confidentiality.

Responsibilities

• Handle daily administrative tasks and correspondence.
• Manage complex calendars and travel arrangements for senior management.
• Prepare reports and presentations supporting organizational objectives.
• Serve as the first point of contact for communications.
• Organize internal and external meetings, ensuring logistics.

Skills

English

Mandarin

Organizational skills

Multitasking

Time management

Communication skills

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Working Location: Pavillion Damansara Heights

We are looking for a highly organized and adaptable Administration Assistant who will play a dual role — supporting day‑to‑day office operations while also serving as a trusted Personal Assistant to senior management. This position is critical in ensuring smooth administrative workflows and enabling senior leaders to focus on driving strategic initiatives in a dynamic, fast‑paced environment.

Key Responsibilities

• Handle daily administrative tasks, including correspondence, scheduling, and maintaining filing systems.
• Manage complex calendars for senior management, including meeting coordination and detailed travel arrangements.
• Prepare reports, presentations, and business documents that support organizational objectives.
• Serve as the first point of contact for communications, responding promptly or redirecting as necessary.
• Organize and support both internal and external meetings or events, ensuring seamless logistics and execution.
• Oversee office supply management and liaise with vendors to meet operational needs.
• Assist with petty cash handling and billing documentation, ensuring accuracy and timely processing.
• Provide confidential personal assistance to senior management with professionalism and discretion.
• Support expense tracking and administrative budgeting tasks.
• Collaborate with cross‑functional teams to streamline administrative processes and ensure operational efficiency.
• Contribute to process improvements with a proactive and continuous learning mindset.

Qualifications

• Proficiency in English and Mandarin, both written and spoken, at a professional level to effectively communicate with Mandarin‑speaking clients.
• Bachelor’s degree from a recognized institution.
• Proven experience as an Administrative Assistant or Personal Assistant, ideally in a fast‑paced industry.
• Exceptional organizational, multitasking, and time management abilities.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficient in Microsoft Office Suite and adaptable to new digital tools.
• Ability to work independently, prioritize effectively, and manage dynamic demands.
• Positive and proactive attitude, with strong willingness to learn and grow.
• Team‑oriented with the ability to thrive in a results‑driven environment.

Why Join Us

Be part of an innovative company at the forefront of the AI revolution.

Work in a supportive environment with approachable leadership that values growth and development.

Experience a dynamic workplace that rewards initiative, ownership, and results.

Receive competitive compensation and benefits tailored to industry standards.

Application Questions

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• Which of the following Microsoft Office products are you experienced with?
• Which of the following languages are you fluent in?
• How much notice are you required to give your current employer?