Administrative Executive (4 months contract)

Randstad; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A global leader in premium consumer goods is seeking an Administrative Executive for a 4-month contract in Kuala Lumpur. The role is critical for ensuring efficient daily operations, supporting teams, and managing communications. Key responsibilities include coordinating schedules, managing travel logistics, and assisting with vendor relations. Candidates should possess at least a Diploma or Bachelor's Degree in Business Administration or related fields. A dynamic work culture is offered, promoting collaboration and growth.

Qualifications

• Minimum Diploma or Bachelor's Degree in Business Administration, Office Management, or a related field.

Responsibilities

• Manage and maintain the calendar, schedule meetings, and handle appointment logistics.
• Professionally manage incoming and outgoing communications.
• Prepare, proofread, and format reports and presentations.
• Maintain an efficient filing system for records.
• Coordinate and book travel logistics, including flights and accommodation.
• Manage petty cash, process expense claims, and track departmental budgets.
• Coordinate all aspects of meetings and team events.
• Assist with vendor management and processing invoices.
• Monitor, order, and manage office supplies.
• Liaise with management for facility matters.
• Assist HR with new employee onboarding tasks.
• Take on ad-hoc projects as required.

Education

Minimum Diploma or Bachelor's Degree in Business Administration

Office Management or a related field

Job description

Administrative Executive (4 months contract)

About the company: a global company, Malaysian branch of a global leader in the premium consumer goods industry. The parent company is recognized worldwide for its portfolio of iconic, high-quality brands that are cherished across different categories. We are passionate market builders dedicated to growing our brands responsibly and sustainably in the Malaysian market. We offer a dynamic, supportive, entrepreneurial, and highly professional work culture where people are encouraged to be themselves and collaborate to drive success.

About the job: The Administrative Executive is a critical support role responsible for ensuring the efficient and smooth day-to-day operations. The successful candidate will provide comprehensive administrative and operational support, maintain strict confidentiality, and contribute to a professional and positive work environment in line with our premium brand image.

Job Responsibilities

Office and Team Support

• Administrative Coordination: Manage and maintain the calendar, schedule meetings (internal and external), and handle appointment logistics for the [Reporting Manager/Team].
• Correspondence: Professionally manage incoming and outgoing communications, including phone calls, emails, and physical mail/packages.
• Documentation: Prepare, proofread, and format reports, presentations (e.g., PowerPoint), official letters, and other business documents with a high degree of accuracy and professional polish.
• Filing & Archiving: Maintain an efficient, organized, and confidential filing system (both physical and digital) for all departmental and company records, ensuring easy retrieval and compliance.

Travel, Events, and Finance Administration

• Travel Management: Coordinate and book all domestic and international travel logistics, including flights, accommodation, visas, and detailed itineraries.
• Expense & Budget: Manage and reconcile the petty cash, process expense claims (e.g., through a system like SAP/Concur/Workday), and assist the team in tracking departmental budgets.
• Meeting Logistics: Coordinate all aspects of meetings, workshops, and team events, including booking venues, arranging F&B, and ensuring necessary equipment is available.
• Vendor Relations: Assist with vendor management, including processing invoices, purchase requisitions, and managing payment follow-ups.

Office Management & Ad-Hoc Duties

• Supplies & Inventory: Monitor, order, and manage office and pantry supplies efficiently, ensuring optimal stock levels.
• Facilities Liaison: Serve as the primary contact for office facility matters, liaising with building management, IT support, and external vendors for maintenance and repairs.
• Onboarding Support: Assist the HR team with administrative tasks related to new employee onboarding (e.g., desk setup, system access, supply allocation).
• Ad-Hoc Projects: Take on specific ad-hoc projects or tasks as required by the management team to support the overall business operations.

Skills

no additional skills required

Qualification

Minimum Diploma or Bachelor's Degree in Business Administration, Office Management, or a related field.

Education

Associate Degree/Diploma