Administrative Assistant

UST Global (M) Sdn Bhd; Penang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading IT services provider in Malaysia seeks an experienced administrator to support executives and teams. The role involves scheduling, event planning, and comprehensive office management tasks. Ideal candidates should demonstrate independent problem-solving skills and proficiency in Mandarin is preferred. Competitive package offered.

Qualifications

• Ability to run admin/scheduler work independently.
• Demonstrated capability to source and propose solutions.
• Proactive in resolving scheduling conflicts.

Responsibilities

• Perform administrative and operational activities for individuals or groups.
• Support day-to-day tasks for executives and staff.
• Organize meeting schedules and manage conference rooms.
• Plan and execute internal events.
• Communicate via phone, email, and manage office documentation.
• Maintain supply inventory and prepare communications.
• Manage calendars, travel arrangements, and expense reporting.

Skills

Independent working

Communication skills

Scheduling expertise

Problem-solving

Mandarin speaking

Job description

Job Description

Provides comprehensive administrative and operational support to executives, managers, employees, and office visitors. Supports a variety of tasks including meeting scheduling, event coordination, communication, travel arrangements, and filing management.

Responsibilities

• Perform various administrative, organizational, financial, operational, and project-related activities in support of individuals or groups of varying sizes.
• Provide support to executives, managers, employees, and office visitors by handling daily office tasks.
• Organize meeting schedules, manage, and maintain conference rooms for executives and various office teams.
• Plan, coordinate, and execute internal events such as off‑sites, team‑building events, and organization‑wide meetings.
• Communicate professionally via phone, e‑mail, and mail; generate reports and presentations; set up meetings; manage office space; write and edit documents; and manage filing systems.
• Prepare communications such as memos, e‑mails, invoices, reports and other correspondence.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies.
• Provide real‑time scheduling support by booking appointments and preventing conflicts.
• Manage calendars, travel arrangements and expense reporting.

Requirements

• Candidate should be able to run the admin/scheduler work very independently (very minimum coaching).
• Demonstrate the ability to independently source and propose solutions within their scope of responsibility.
• Proactively reach 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.

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?
• How would you rate your Mandarin language skills?

Company Overview

UST Global SM (UST) is a leading provider of end-to-end IT services and solutions for Global 2000 companies. The company has a client‑centric Global Engagement Model that combines local, senior, on‑site resources with the cost, scale, and quality advantages of off‑shore operations. In every business engagement, we seek the opportunity to build long‑lasting, strategic relationships. Commitment to long‑term client success empowers every associate to provide value and flexibility beyond the contract. The industry‑leading expertise found within our Centers of Excellence (CoEs) plays a key role in client success. Our Partner Program complements the Centers of Excellence by providing developers with advance access to new technology and educational resources. We are certified by KPMG as an SEI‑CMMI and PCMM Level 5 company, adopt Six Sigma practices for client‑facing processes, and our centers in India are ISO 27001 certified.

Additional Notes

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