Business Assistant to Director

Private Advertiser; Kuala Lumpur; On-site; MYR 180,000 - 300,000; Full time

Job summary

Private Advertiser in Malaysia is seeking a true 2iC and strategic operations anchor to optimize executive output and drive the business pipeline across supply chain logistics, retail modern trade, and data forecasting.

You will coordinate cross-department activities, manage internal frameworks (e.g., Monday.com), enforce compliance, and oversee critical timelines with mentorship from an active entrepreneur and growth opportunities.

Qualifications

• 3 to 5 years of solid experience in business administration, supply chain coordination, retail modern trade logistics, or high-level executive support.
• FMCG or F&B trading industry experience is a distinct advantage.
• Advanced proficiency in Microsoft Excel or Google Sheets with VLOOKUP, Pivot Tables, sorting and margin calculations.
• Proficient with modern project management tools (Monday.com, Trello, Slack).
• Fluent English and Bahasa Malaysia, both written and spoken; other regional languages are a plus.
• Discretion, professionalism, and a solution-oriented mindset are essential.

Responsibilities

• Act as primary cross-department liaison across international supply chains, freight forwarders, customs clearance, warehouse logistics, and finance.
• Own and manage internal project management frameworks (e.g., Monday.com) to track tasks, timelines, and deadlines.
• Oversee operational paperwork, listing documentation, and compliance setups for modern trade and convenience accounts.
• Lead end-to-end logistical and administrative coordination for national trade exhibitions and product tastings.
• Act as proxy and secondary contact for overseas product principals, brand owners, and local partners.
• Aggregate, clean, and maintain master BI files including forecasts, sales velocity, and inventory balances.
• Track regulatory timelines, corporate tax (LHDN), renewals, and e-Invois alignment.
• Strategically manage the CEO's calendar and shield executive focus from distractions.
• Draft high-level corporate resolutions, official letters, counter-offers, and minutes during negotiations.

Skills

Executive support

Supply chain coordination

FMCG knowledge

Discretion

Strategic communication

Tools

Monday.com

Trello

Slack

Excel / Google Sheets

Job description

Act as CEO's True Second-in-Command (2iC) & Strategic Operations Anchor. This is not a clerical secretarial role; you will be the operational engine room, optimizing executive output and driving the business pipeline. You will manage Supply Chain Logistics, Retail Key Accounts (Modern Trade), & Data Forecasting with direct mentorship from an entrepreneur and performance-linked growth opportunities.

Key responsibilities

Act as the primary cross-department liaison, connecting international supply chains, freight forwarders, customs clearance agents, warehouse logistics, and finance to solve daily operational bottlenecks.

Own and manage internal project management frameworks (e.g., Monday.com) to track ongoing tasks, monitor timelines, and ensure all internal and external teams hit critical deadlines.

Oversee the entire operational paperwork, listing documentation, and strict compliance setups required by major modern trade and convenience accounts.

Lead the end-to-end logistical and administrative coordination for national trade exhibitions, supermarket fair activations, and product tasting showcases.

Act as a professional proxy and secondary point of contact for overseas product principals, brand owners, and local corporate service providers.

Aggregate, clean, and maintain master business intelligence files, including rolling purchase forecasts, sales velocity data, and product inventory balances.

Track and manage all corporate compliance timelines, corporate tax frameworks (LHDN), statutory renewals, and modern trade e-Invois alignment.

Strategically manage the CEO's calendar, curate priority email traffic, and shield executive focus from minor operational distractions.

Draft high-level corporate resolutions, official letters, counter-offers, and record comprehensive minutes during commercial negotiations.

About you

3 to 5 years of solid experience in business administration, supply chain coordination, retail modern trade logistics, or a high-level executive support role.

Experience within the FMCG or F&B trading industry is a distinct advantage.

Advanced proficiency in Microsoft Excel or Google Sheets is required. Must be comfortable with VLOOKUPs, Pivot Tables, data sorting, and margin calculations.

Highly comfortable utilizing modern project management software (e.g., Monday.com, Trello, Slack).

Flawless professional command of English and Bahasa Malaysia (written and spoken) is required to independently navigate local regulatory bodies, corporate partners, and retail buyers.

Proficiency in other regional languages or Mandarin is a strong asset for managing regional vendor relations.

Demonstrated ability to operate with exceptional discretion, a standard-setting mindset, and a solution-oriented nature.

High operations rigor and ability to bring polished, viable solutions to the CEO.

About us

We are a dynamic player in the F&B, import & distribution of FMCG space, managing a premium portfolio of international food, beverage, and convenience products across Malaysia's leading retail chains (Modern Trade & Convenience Channels, e.g., Lotus's, AEON, Jaya Grocer).

Direct Entrepreneur Mentorship: Receive invaluable, direct, unvarnished mentorship from an active entrepreneur and industry leader in the premium F&B space.

Dynamic, Fast-Growing Culture: A workplace with high energy and clear visibility over the entire business lifecycle (from import to shelf).

Competitive salary package with performance-linked growth opportunities.