Business Operations Executive (CEO Office)

SmartB Solutions; Petaling Jaya; On-site; MYR 40,000 - 60,000; Full time

Job summary

A growing technology firm in Malaysia is seeking a Business Operations Executive to provide essential support to the CEO and COO. In this dynamic role, you will manage internal operations, drive sales coordination, and execute digital marketing strategies to contribute to the firm's growth. The ideal candidate will possess 2–4 years of relevant experience, be detail-oriented, and thrive in fast-paced environments. Your contributions will directly impact the operational efficiency and effectiveness of the leadership team.

Benefits

Direct exposure to leadership

High-growth career opportunities

Collaborative and entrepreneurial culture

Qualifications

• 2–4 years of experience in operations or business coordination.
• Experience in a fast‑paced SME or tech startup is a strong plus.
• Proven ability to manage schedules and prioritize tasks.

Responsibilities

• Provide strategic support to CEO and COO, managing schedules.
• Maintain CRM system and ensure accurate data management.
• Create marketing materials and coordinate digital campaigns.

Skills

Operations management

Sales coordination

Digital marketing

CRM management

Microsoft Office

Google Workspace

Fluent English

Conversational Mandarin

Tools

Canva

Mailchimp

Job description

Business Operations Executive (CEO Office)

Reports to: CEO & COO

About SmartB

SmartB Solutions is a fast-growing Malaysian technology company specializing in AI-driven ERP, warehouse management, and customized software solutions.

We’re an ambitious, boutique tech firm with a dynamic, entrepreneurial culture that values ownership, innovation, and resilience. As we scale, we’re looking for a Business Operations Executive to work closely with our CEO and COO — acting as their right hand in driving operational excellence, sales coordination, and digital initiatives.

If you’re someone who loves variety, thrives on getting things done, and enjoys working in a fast‑paced, startup‑like environment — this is the perfect role to grow your career.

Role Overview

This role combines business coordination, executive support, and digital marketing execution. You’ll be at the heart of SmartB’s operations — ensuring that the leadership team can focus on high‑value business growth while you keep everything running seamlessly in the background.

You’ll manage internal coordination, sales tracking, and marketing execution — all while developing strong exposure to how a growing tech company operates from the inside out.

Qualifications & Experience

• 2–4 years of experience in operations, business coordination, executive support, or marketing.
• Prior experience in a fast‑paced SME, tech startup, or consulting environment is a strong plus.
• Strong command of Microsoft Office or Google Workspace.
• Must have own transport for occasional client or event travel.
• Bonus: Exposure to ERP, software, or SaaS industries.

Responsibility

1. Executive & Operational Support (50%)

• Act as a strategic support partner to the CEO and COO, managing schedules, priorities, and follow‑ups.
• Prepare and organize documents, reports, and presentations for meetings and client engagements.
• Coordinate internal communications, ensuring all key actions and deliverables are tracked and completed.
• Anticipate operational needs and proactively remove bottlenecks.
• Handle meeting logistics, notes, and follow‑ups efficiently.

2. Sales & Business Development Coordination (30%)

• Manage and maintain the CRM system — ensuring data accuracy, follow‑ups, and timely updates.
• Coordinate proposals, quotations, and sales decks using existing templates.
• Track the sales pipeline and ensure consistent follow‑through with prospects and clients.
• Support client onboarding and liaise with internal teams for smooth handovers.

3. Digital Marketing & Communication Support (20%)

• Create and schedule simple marketing materials using Canva, Mailchimp, and social platforms.
• Coordinate website updates, newsletters, and content schedules.
• Liaise with vendors, interns, or freelancers for marketing tasks when needed.
• Track campaign performance and share improvement ideas.

Who You Are

We’re looking for someone who thrives in an entrepreneurial, fast‑moving environment and loves variety. You don’t wait for instructions — you take initiative, solve problems, and make things happen.

You’ll Fit Right In If You Are:

• A natural organizer who loves structure and precision.
• Tech‑savvy and comfortable juggling tools like CRM, Google Workspace, Canva, and Mailchimp.
• Independent, confident, and able to work directly with top management.
• Detail‑oriented — nothing slips through the cracks.
• Communicative and proactive — always one step ahead.

Fluent in English and conversational Mandarin (for liaising with clients).

Career Growth Path

We’re growing fast — and we want you to grow with us. This role offers a clear pathway to evolve into:

Business Operations Manager • Business Manager • Chief of Staff / Senior Leadership Support

You’ll gain firsthand experience in how strategic decisions are made and executed at the leadership level in a growing tech company.

Success Metrics (First 6 Months)

• CEO & COO workload reduced significantly through proactive coordination.
• CRM and sales pipeline consistently clean and up to date.
• No missed deadlines for sales, marketing, or internal coordination.
• Positive feedback from internal and external stakeholders.
• Consistent delivery of quality outputs with minimal supervision.

Why Join SmartB

• Work directly with SmartB’s leadership — gain strategic exposure few roles can offer.
• Be part of a high‑growth tech company — where your ideas and execution make real impact.
• Learn across multiple domains — business operations, sales, and digital marketing.
• Collaborative, entrepreneurial culture — we value ownership, agility, and trust.
• Career acceleration — grow into a business operations leader as the company scales regionally.