Administrative Assistant

Mercedes-Benz Malaysia; Puchong; Hybrid; MYR 60,000 - 90,000; Full time

Job summary

Mercedes-Benz Malaysia is seeking an experienced Executive Assistant to support the Vice President. The role entails managing calendars, coordinating travel, and preparing executive materials in a hybrid office in Puchong.

You will handle confidential information with discretion, coordinate across functions, and support governance and leadership meetings. English communications and strong organizational skills are essential.

Qualifications

• Bachelor’s Degree in Business Administration, Management, Office Administration, or related discipline.
• Minimum 3 years supporting senior leadership, such as Heads/VPs/C-suite.
• Experience in multinational environment and handling confidential information.
• Strong organizational, communication, and stakeholder management skills.

Responsibilities

• Manage the Vice President's calendar, meetings, travel arrangements, and leadership commitments.
• Coordinate competing requests from internal and external stakeholders and track progress.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Support governance, records management and confidentiality in daily operations.
• Act as liaison between VP and internal/external stakeholders; gatekeeper for requests.
• Organize executive visits, VIP engagements, travel, and leadership events.

Skills

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Microsoft Teams

AI productivity tools

Education

Bachelor’s Degree in Business Administration

Tools

Microsoft Copilot

Job description

Mercedes-Benz Tech Malaysia (MBTMY), established in 2003, is a global technology hub within the Mercedes-Benz Group. We play a key role in the company’s digital transformation by delivering innovative digital solutions across the entire value chain.

With over 300 technology professionals, MBTMY contributes to a wide range of areas including software engineering, data and analytics, cybersecurity, cloud infrastructure, DevOps and artificial intelligence. From enhancing in-car digital experiences to improving global vehicle sales platforms and advancing AI and security initiatives, our teams help drive high-impact technology solutions for Mercedes-Benz worldwide. Our culture is built on agility, collaboration and continuous learning.

We provide an environment where innovation can flourish, supported by strong technical leadership, cross-functional teamwork and a shared commitment to quality and excellence. We also offer flexible hybrid work arrangements, allowing team members to balance remote work with in-person collaboration at our vibrant Wisma Mercedes-Benz office in Puchong. A space designed to inspire creativity, innovation and meaningful connection.

Key Responsibilities

• Manage the Vice President's calendar, meeting schedules, travel arrangements, and leadership commitments.
• Prioritize and coordinate competing requests from internal and external stakeholders.
• Track management action items and ensure timely follow-up and closure.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Anticipate leadership needs and proactively resolve administrative and operational matters.
• Serve as the first point of contact and gatekeeper for incoming requests requiring management attention.

Stakeholder Management & Communication

• Act as a key liaison between the Vice President and internal or external stakeholders.
• Coordinate requests and communications with leadership teams, customers, vendors, corporate functions, and business units.
• Handle sensitive and confidential information with professionalism and discretion.
• Ensure effective communication flow between leadership and teams.
• Support leadership meetings through preparation, coordination, and follow-up activities.

Event, Visitor & Travel Management

• Coordinate executive visits, leadership meetings, VIP engagements, and management events.
• Manage local and international travel arrangements, including itineraries, transportation, accommodations, and logistics.
• Organize town halls, workshops, leadership offsites, and business events.
• Ensure seamless execution of meetings and events through effective planning and coordination.

Administrative Governance & Records Management

• Maintain confidential records, contracts, correspondence, and management documentation.
• Ensure proper filing, tracking, and retention of management records.
• Support governance activities and administrative processes in accordance with company policies.
• Monitor and maintain documentation accuracy and compliance requirements.

Requirements

Education

• Bachelor’s Degree in Business Administration, Management, Office Administration, or a related discipline.

Experience

• Minimum 3 years of experience supporting senior leadership, such as:
• Head of Department
• General Manager
• Vice President
• C-Suite Executives
• Senior Management Teams
• Experience working in a multinational corporation (MNC) environment.
• Experience supporting stakeholders across multiple functions and management levels.
• Proven track record in handling confidential and sensitive information.
• Strong organizational and planning skills.
• Excellent attention to detail and accuracy.
• Strong stakeholder management and interpersonal skills.
• Effective time management and prioritization capabilities.
• Excellent written and verbal communication skills in English.
• Ability to work independently, professionally, and with discretion.
• High level of professionalism and confidentiality.
• Proficiency in:
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Microsoft Teams
• Experience using Microsoft Copilot or other AI productivity tools is an added advantage.

Disclaimer:

Please note that this position may be offered under a third-party employment arrangement, subject to the final hiring and engagement model. Regardless of the employment arrangement, the selected candidate will be assigned to support and work closely with Mercedes-Benz Malaysia, following Mercedes-Benz's project requirements and day-to-day operations.