Executive

Pengurusan Aset Air Berhad (PAAB); Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A national water asset management company in Malaysia is seeking an Executive to provide administrative support to the Executive Secretary in the CFO’s Office. Responsibilities include managing schedules, coordinating meetings, and preparing documents. The ideal candidate has at least 3 years of relevant experience and proficiency in English and Bahasa Malaysia. Strong organizational skills, report writing abilities, and proficiency in MS Office are essential. A willingness to travel is also expected.

Qualifications

• 3+ years of experience in administrative roles, supporting senior management.
• Strong organizational skills and ability to manage multiple tasks under pressure.
• Excellent written and spoken English and Bahasa Malaysia.

Responsibilities

• Provide comprehensive support to the Executive Secretary in the CFO’s Office.
• Assist in planning and executing events and training programmes.
• Maintain attendance records and prepare reports for initiatives.

Skills

Administrative support

Document management

Event coordination

Report writing

Communication

MS Office

Bilingual (English and Bahasa Malaysia)

Education

Diploma in Corporate Admin/Business Admin/Business Management

Tools

MS Excel

MS Word

MS PowerPoint

Job description

Main responsibilities

The Executive provides comprehensive administrative and operational support to the Executive Secretary ("ES") in the CFO’s Office. This role is primarily responsible for assisting the ES in executing all functions, roles and responsibilities, including managing schedules, coordinating meetings and events, handling correspondence, preparing documents, and supporting the CFO’s Office and the Women in Water at PAAB (WiW@PAAB) committee activities. The Executive ensures smooth operations and an efficient workflow within the CFO’s Office by acting as a key support to the ES.

Tasks

Women in Water (PAAB) Committee Duties

1. Assists the ES in planning and executing training, engagement programmes, and empowerment activities for the WiW@PAAB Committee.
2. Assists the ES in preparing communication materials, proposals, memoranda, related documentation, and presentations for the WiW@PAAB Committee.
3. Assists the ES in maintaining attendance records, tracking outcomes, and preparing reports for all WiW@PAAB initiatives.
4. Assists the ES in liaising with internal departments, trainers, and external agencies to support the delivery of WiW@PAAB programmes.

To assist the Executive Secretary (ES) with the following

1. Assists the ES in managing and organising the CFO’s calendar, appointments, and meeting schedules.
2. Assists the ES in preparing, drafting, and reviewing memoranda, letters, reports, and presentation materials.
3. Assists the ES in coordinating internal and external meetings, including the preparation of agendas and minutes.
4. Assists the ES in screening, prioritising, and managing communications and documents requiring the CFO’s attention.
5. Assists the ES in ensuring the confidentiality and proper handling of all information related to the CFO’s Office.
6. Assists the ES in coordinating with the CFO’s Office and Finance Heads of Department on Division and Department KPIs.
7. Assists the ES in coordinating with the CFO’s Office and Finance Heads of Department on the preparation of Board and Board Committee papers.
8. Assists the ES in monitoring and tracking the budget for the CFO’s Office and WiW@PAAB programmes.
9. Assists the ES in advising the CFO’s Office on proper protocols, administrative requirements, and internal procedures.
10. Assists the ES in monitoring compliance with SOPs and policies and recommending improvements where required.
11. Assists the ES in ensuring compliance with PAAB’s established authority limits.
12. Assists the ES in coordinating and managing relationships with the CFO’s Office and Finance Division team, stakeholders, senior management, and other relevant parties.
13. Assists the ES in liaising with inter-division and inter-departmental teams on related tasks as required.
14. Performs other duties as assigned from time to time by Management and/or the immediate superior.
15. Assists the ES in organising division events, workshops, training sessions, briefings, and engagement sessions for the CFO’s Office and Finance Division.
16. Assists the ES in coordinating logistics, venues, invitations, departmental budgets, and vendor liaison for the CFO’s Office, Finance Division, and WiW@PAAB.
17. Assists the ES in providing administrative support for CFO-led programmes and initiatives.

Requirements

• Recognized Diploma in Corporate Admin/Business Admin/Business Management;
• At least 3 years of experience in Administrative, Document Management, Event Coordinator, Communication, Secretaries and Report Writing;
• Minimum 3 years of experience supporting senior management (CEO, CFO or Heads of Division);
• Ability to work under pressure & highly organized and able to manage multiple tasks at once;
• Proficiency in spoken and written English and Bahasa Malaysia is required;
• Proficiency in the use of MS Office (MS Excel, MS Word, MS PowerPoint) and digital tools;
• Excellent report writing and presentation skills are essential;
• The candidate should be creative and energetic;
• Being self-motivated, analytical, resourceful and having strong integrity are important qualities; and
• A good working attitude and willingness to travel are expected.