Executive Assistant

WD; Bayan Lepas; On-site; MYR 67,000 - 100,000; Full time

Job summary

WD in Penang is seeking an Executive Assistant to support the VP of Quality. You will manage calendars, coordinate meetings, draft correspondence, and handle travel logistics for a global team.

The role requires confidentiality, organizational excellence, and strong communication skills in a fast-paced environment. The successful candidate will be highly organized, tech-savvy, and able to balance multiple tasks while interacting with executives across a multinational operation.

Qualifications

• 1-3 years of experience supporting Vice Presidents (or equivalent) of a large company.
• Experience as a Secretary in the manufacturing industry.
• Private Secretarial Certificate/Diploma in Secretarial Studies/ICSA is an advantage.
• Highly organized, resourceful, and detail-oriented.
• Ability to prioritize and manage multiple tasks.
• Strong IT capabilities and tech-savvy.
• Ability to leverage AI tools to improve productivity.

Responsibilities

• Calendar management for the Executive to optimize time for the VP of Quality and the company.
• Plan and organize internal and external meetings, team offsites, country visits, and other meetings.
• Coordinate meetings/events for top management & directors.
• Draft general correspondence and replies.
• Manage expense reports and internal tools (M365, Copilot).
• Create briefing packets for business trips and meetings.
• Organize travel arrangements including flights, hotels, and car services for Penang visits.
• Oversee overseas travel arrangements for WDMO employees.
• Negotiate rates with airlines, travel, car, and hotel agencies.
• Update plant organization charts monthly.

Skills

Highly organized

Tech-savvy

Ability to leverage AI tools

Strong written and verbal comms

Multi-tasking

Tools

Outlook

Word

Excel

PowerPoint

OneDrive

SharePoint

M365

Copilot

Job description

WD is building the infrastructure behind the AI-driven data economy.

As AI scales, so does data. Every interaction, every model, every system generates data that must be stored, managed, and made accessible over time. Thats where we come in.

We combine deep engineering expertise with global-scale manufacturing to deliver the storage systems that make AI possible, powering hyperscale data centers, cloud platforms, and enterprise infrastructure worldwide.

This isnt theoretical work. Its real systems, at real scale, people solving some of the hardest challenges in technology today.

Were looking for people who want to build, solve, and operate at that level.

Join us and lets shape the future of data.

WD is building the infrastructure behind the AI-driven data economy.

As AI scales, so does data. Every interaction, every model, every system generates data that must be stored, managed, and made accessible over time. Thats where we come in.

We combine deep engineering expertise with global-scale manufacturing to deliver the storage systems that make AI possible, powering hyperscale data centers, cloud platforms, and enterprise infrastructure worldwide.

This isnt theoretical work. Its real systems, at real scale, people solving some of the hardest challenges in technology today.

Were looking for people who want to build, solve, and operate at that level.

Join us and lets shape the future of data.

Job Description

We are seeking a dynamic, driven, and organized Executive Assistant (EA) to support the VP of Quality.

In this role, you will be trusted to work with the highest level of confidentiality, understanding the needs of the Executives while carefully balancing relationship building across the business. You will need to be organized and innovative, while thriving in a fast-paced environment. You must have a can-do attitude and be willing to pitch in and help others to execute effectively and efficiently.

You will need to have strong attention to detail and the ability to manage competing priorities. Strong written and verbal communication skills and the ability to maintain the utmost level of professionalism are required. The ability to take initiative and to work both independently and as part of a team is vital. Supporting Executives for a company spread across the globe, at times you will need to be flexible with working hours, and self-time management will be necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Calendar Management: Ensure the Executive’s time is well organized and used to best support the goals of the VP of Quality and the broader company.
• Meeting Planning and Organization: Support planning and organizing of internal and external meetings, team offsites, country visits, and other meetings.
• Coordinate and arrange meetings/events for top management & directors.
• General Enquiries: Act as the source for enquiries and refer routine matters to appropriate parties.
• Draft general correspondence and replies.
• Tool Management: Manage expense reports, SOW’s and PO’s, and become savvy with WD’s internal tools such as M365, Copilot, etc.
• Briefing Documents: Manage briefing documents for key internal/external meetings and create briefing packets for business trips.
• Projects: Work on special projects, as needed.
• Travel: Manage Executive travel needs, including planning optimum travel arrangements
• Arrange flights and travel arrangements for the company, and hotel & limo reservations for visitors to Penang when necessary.
• Oversee all overseas travel arrangements for WDMO employees.
• Negotiate and review with airlines, travel, car, and hotel agencies for best rates.
• Community: Build the necessary communities to further drive your own development, and to support your peers across the business.
• Ensure the plant organization charts are updated on a monthly basis.

AD HOC TASKS:

• Organize ad hoc functions for the management team.
• Organize itineraries for visiting VPs.
• Provide secretarial support to Directors as and when needed.

Qualifications

REQUIRED:

• 1-3 years of experience supporting Vice Presidents (or equivalent) of a large company.
• Working experience as a Secretary in the manufacturing industry.
• Private Secretarial Certificate/Diploma in Secretarial Studies/Institute of Chartered Secretaries and Administrators (ICSA) will be an advantage.
• Highly organized, resourceful, and detail-oriented
• Ability to prioritize and manage multiple tasks at the same time
• Strong technical Aptitude and IT capabilities
• Tech-savvy, with the ability to leverage AI tools to improve productivity and work efficiency.

Preferred :

• Excellent written and oral communication skills
• Excellent time management skills
• Must be a team player, able to work across multiple different teams
• Ability to carefully manage the time of the Executive

Skills :

• Advanced knowledge of desktop computer applications such as Outlook, Word, Excel, PowerPoint, OneDrive, and SharePoint.
• Knowledge of local and international travel portfolios.
• Shows initiative and possesses a pleasant and friendly personality at all times

Additional Information

WD thrives on the power and potential of diversity. As a global company, we believe the most effective way to embrace the diversity of our customers and communities is to mirror it from within. We believe the fusion of various perspectives results in the best outcomes for our employees, our company, our customers, and the world around us. We are committed to an inclusive environment where every individual can thrive through a sense of belonging, respect and contribution.

WD is committed to offering opportunities to applicants with disabilities and ensuring all candidates can successfully navigate our careers website and our hiring process. Please contact us at [e-mail] to advise us of your accommodation request. In your email, please include a description of the specific accommodation you are requesting as well as the job title and requisition number of the position for which you are applying.

Notice To Candidates:

Please be aware that WD and its subsidiaries will never request payment as a condition for applying for a position or receiving an offer of employment. Should you encounter any such requests, please report it immediately to WD Ethics Helpline or email [e-mail].