Administrative Assistant

Infotree Global Solutions; Bayan Lepas; On-site; MYR 40,000 - 60,000; Full time

Job summary

A leading global solutions company located in Bayan Lepas, Penang, is seeking an experienced Administrative Assistant to provide diverse administrative support. The ideal candidate is expected to work independently, manage scheduling for executives, and coordinate internal events. Proficiency in Mandarin is preferred, and support for teams in Southeast Asia, including China and Vietnam, is required.

Qualifications

• Ability to run admin/scheduler tasks independently with minimal coaching.
• Proficiency in resolving scheduling conflicts proactively.
• Experience supporting teams across the Southeast Asia region.

Responsibilities

• Perform various administrative tasks in support of an individual or group.
• Organize meeting schedules and manage conference rooms.
• Prepare reports and other communications.

Skills

Independent scheduling

Proactive communication

Problem-solving

Team support

Fluent in Mandarin

Job description

Location: Bayan Lepas, Penang

Contract duration: 1 year initial

Mode of Working: Onsite

Job description:

• Performs various administrative, organizational, financial, operational, and project-related activities in support of an individual or group varying in size.
• Provides support to executives (more senior level Administrative Assistants), managers, employees, and office visitors by handling daily office tasks.
• Organizes meeting schedules, manages, and maintains conference rooms for executives and various office teams.
• Plans, coordinates, and executes internal events such as off-sites, team building events and organization wide meetings.
• Provides professional communication via phone, e-mail, and mail. Generates reports and presentations, sets up meetings, manages office space, writes and edits documents and manages filing systems.
• Prepares communications, such as memos, emails, invoices, reports and other correspondence.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• Provides real-time scheduling support by booking appointments and preventing conflicts.
• Manages calendars, travel arrangements and expense reporting.

Requirement:

• Candidate should be able to run the admin/scheduler work very independently (very minimum coaching).
• Demonstrates the ability to independently source and propose solutions within their scope of responsibility.
• Proactively reaches out to meeting organizers to resolve scheduling conflicts without requiring escalation.
• Candidate should be able to support team members for Southeast Asia region, including China & Vietnam.
• Mandarin speaker is preferred.