Administrative Executive (Operations & Systems Allocation)

ThunderSoft; Penang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading technology company in Penang is seeking an experienced Administrative Executive. The role involves managing administrative tasks, supporting GPU systems allocation using the Conductor tool, and organizing team events. The ideal candidate will have strong multitasking abilities, excellent communication skills, and proficiency in Microsoft Office Suite. This position allows for significant collaboration across various teams, ensuring timely and efficient execution of responsibilities. Adaptability and problem-solving are key in this fast-paced environment.

Qualifications

• Proven experience in administrative or operational roles.
• Ability to adapt to new tools and processes quickly.
• Excellent communication and stakeholder management skills.

Responsibilities

• Manage day-to-day administrative tasks including meeting room bookings and vendor coordination.
• Allocate GPU systems in the Data Center using the Conductor tool.
• Organize team-building activities and manage event logistics.

Skills

Organizational abilities

Multitasking skills

Communication skills

Problem-solving mindset

Tools

Microsoft Office Suite

Conductor tool

Job description

Role Overview

We are seeking a highly organized and adaptable Administrative Executive to support both administrative/operational tasks and Data Center GPU Systems Allocation. This role requires strong multitasking skills, flexibility, and the ability to learn new systems quickly while collaborating with multiple stakeholders, globally.

Key Responsibilities

• Administrative & Operational Support
• Manage day-to-day administrative tasks, including booking meeting rooms, arranging private transportation, and handling vendor coordination.
• Collaborate with other team admins to secure necessary support for cross-functional activities.
• Systems Allocation
• Work closely with a Program Manager to allocate GPU systems in the Data Center using the Conductor tool.
• Learn and master the allocation process quickly to ensure timely and accurate execution.
• Event & Activity Planning
• Organize team-building activities, birthday celebrations, and company events.
• Plan logistics, manage budgets, and ensure smooth execution of team activities.
• Stakeholder Collaboration
• Communicate effectively with internal teams, vendors, and external partners to complete tasks on time.
• Coordinate across multiple groups to ensure alignment and timely delivery.
• Task Management
• Demonstrate flexibility in switching between tasks and roles as priorities change.
• Maintain high standards of accuracy and efficiency under tight deadlines.

Required Skills & Qualifications

• Proven experience in administrative or operational roles.
• Strong organizational and multitasking abilities.
• Quick learner with the ability to adapt to new tools and processes.
• Excellent communication and stakeholder management skills.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Teams).
• Ability to plan and execute events effectively.
• Problem-solving mindset and proactive approach to challenges.

Preferred Qualifications

• Experience with resource allocation or scheduling tools.
• Familiarity with vendor management and event coordination.
• Ability to work independently and as part of a team in a fast-paced environment.

Key Attributes

• Flexibility and adaptability.
• Strong attention to detail.
• Collaborative and team-oriented.
• Results-driven with a focus on timely delivery.