Administration Executive

Greenverse; Subang Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading company is looking for an Administration Executive to provide essential support to senior management. This role involves managing office operations, handling correspondence, and ensuring compliance with policies. The ideal candidate will possess strong organizational and communication skills. This is an exciting opportunity to join a dynamic team and develop your career in administration.

Benefits

Opportunity to grow with a dynamic team.

Competitive salary and benefits.

Supportive and inclusive work environment.

Qualifications

• Fresh graduates encouraged to apply.
• Proficiency in Malay and English; Mandarin as an advantage.
• Ability to handle confidential and sensitive information.

Responsibilities

• Provide administrative support to senior management.
• Manage office and document processes efficiently.
• Coordinate travel arrangements for executives.

Skills

Organizational Skills

Time Management

Interpersonal Skills

Customer Service

Attention to Detail

Education

Diploma or Bachelor’s Degree in Business Administration

Tools

Microsoft Office Suite

Job description

The Administration Executive provides essential administrative support to senior management, ensuring efficient office operations, documentation management, and compliance with company policies. This role involves handling executive-level correspondence, scheduling, project coordination, and maintaining administrative processes.

Key Responsibilities:

Administrative Support:

Provide direct administrative support to senior management, including scheduling, calendar management, and coordination of meetings.

Handle correspondence, draft reports, and prepare executive-level presentations and documents.

Ensure timely and professional communication between executives and internal/external stakeholders.

Office & Document Management:

Maintain and organize both physical and electronic filing systems, ensuring accessibility and compliance.

· Manage company records, including contract documentation, reports, and official correspondence.

· Handle confidential and sensitive information with strict discretion and security protocols.

Meeting & Event Coordination:

· Schedule and coordinate internal and external meetings, ensuring efficient time management for executives.

· Prepare meeting materials, take minutes, and follow up on action items as required.

· Assist in organizing company events, conferences, and training sessions.

· Draft and manage official company communications, notices, and reports.

· Act as a liaison between executives, internal teams, and external partners.

· Support translation of key administrative and technical documents when necessary.

· Assist in office supply procurement and ensure cost-effective purchasing decisions.

· Liaise with vendors, service providers, and contractors to ensure smooth office operations.

· Maintain records of contracts, agreements, and renewals.

Compliance & Administrative Processes:

· Ensure administrative processes align with company policies, legal requirements, and industry standards.

· Support regulatory compliance by maintaining up-to-date documentation and company records.

· Assist in managing company licenses, registrations, and renewals.

Travel & Logistics Management:

· Coordinate travel arrangements for executives and staff, ensuring efficient scheduling and cost-effectiveness.

· Assist in managing itineraries, booking accommodations, and preparing travel reports.

· Support expense tracking for the administration/operation department, ensuring cost control.

· Assist in processing reimbursements and maintaining financial documentation related to administrative operations.

Others:

· Responsible for overseeing and executing the ad hoc task, as assigned by the senior leadership team, including the CEO, Deputy CEO, and COO.

Requirements:

1. Diploma or Bachelor’s Degree in Business Administration, Office Management, or a related

field. Fresh graduate is encouraged to apply.

2. Proficiency in Malay, English, and Mandarin will be an added advantage. Candidates with

strong Mandarin communication skills are encouraged to apply, as the role involves serving

3. Strong organizational and time-management skills with the ability to prioritize tasks effectively.

4. High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

5. Strong attention to detail and accuracy in handling documents and correspondence.

6. Able to handle confidential and sensitive information with discretion.

7. Good interpersonal skills and a customer-service-oriented mindset.

8. Ability to work independently with minimal supervision as well as in a team environment.

9. Flexibility and adaptability to handle multiple priorities and deadlines.

Perks and Benefits

1. Opportunity to grow with a dynamic team.

2. Competitive salary and benefits.

3. Supportive and inclusive work environment.

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Your application will include the following 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? How many years' experience do you have as an Administration Executive? Which of the following Microsoft Office products are you experienced with? How would you rate your Mandarin language skills? Do you have customer service experience? Have you worked in a role where you were responsible for authoring and reviewing technical documentation?

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