Executive Assistant

Martego Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A local real estate company in Kuala Lumpur is seeking an Executive Assistant to support the APAC Executive Director. This role involves managing day-to-day project operations and ensuring efficient communication with internal and external stakeholders. The ideal candidate should possess 3–5+ years of experience in administrative and project coordination roles with strong organizational skills. Proficiency in English and technical skills in Microsoft Office are required, along with professionalism in engaging with high-level stakeholders. Knowledge of local real estate practices is a plus.

Qualifications

• 3–5+ years of experience in administrative, project coordination, operations, or executive support roles.
• Experience in coordinating multi-stakeholder projects.
• Strong attention to detail and time-management skills.

Responsibilities

• Provide high-level administrative and operational support to the APAC Executive Director.
• Manage the Executive Director's calendar and coordinate travel.
• Coordinate project activities with internal and external stakeholders.
• Prepare executive-level communications and reports.
• Handle customer service and property inquiries.

Skills

Project Management

Excellent written and spoken English

Organizational Skills

Technical Proficiency in Microsoft Office

Professionalism

Basic Accounting

Job description

Overview

Martego Sdn Bhd is a real estate company focused on property development and investment. It is a wholly owned subsidiary of Cheuk Nang (Holdings) Limited (Hong Kong Stock code HK:00131).

Position Overview

The Executive Assistant (based in Kuala Lumpur) will provide high-level administrative and operational support to the APAC Executive Director while managing day-to-day project operations in Kuala Lumpur. This role requires a combination of executive support, local project coordination, and stakeholder management to ensure the smooth execution of initiatives across properties and teams in Malaysia. The Executive Assistant will also act as the on-the-ground representative for the Executive Director in Kuala Lumpur activities.

Key Duties and Responsibilities

• Executive/Project Responsibilities
• Serve as the primary Kuala Lumpur-based point of contact for the Executive Director; screen and prioritize requests.
• Oversee daily operations and ensure timely execution of projects in Kuala Lumpur.
• Manage the Executive Director’s calendar for Kuala Lumpur activities, including scheduling meetings and coordinating travel between KL and HK as needed.
• Coordinate project activities and timelines across local internal stakeholders (e.g., Engineering/Facilities, Leasing, Operations, Finance) and external stakeholders (e.g., tenants, contractors, vendors).
• Prepare, edit, and distribute executive-level communications, meeting minutes, briefings, and presentations for Kuala Lumpur initiatives.
• Arrange and support site visits, inspections, tenant meetings, and on-site issue resolution.
• Support contracting, procurement logistics, and vendor coordination for local projects.
• Handle confidential information with discretion and perform general administrative duties, including filing, expense reports, and document management.
• Undertake ad-hoc projects and support the local implementation of HQ directives.

• Administrative Responsibilities
• Prepare and manage rental documents, tenancy agreements, and renewals.
• Coordinate with property viewings and handle follow-ups with potential tenants.
• Maintain up-to-date records of units, tenants and payments.
• Communicate with tenants regarding scheduling, maintenance issues, and move-in/move-out procedures.
• Ensure proper filing of contracts and related documents.
• Handle customer service and property brokers’ inquiries.
• Prepare weekly sales and inventory reports.

Required Skills and Qualifications

• Experience: 3–5+ years in administrative, project coordination, operations, or executive support roles.
• Project Management: Proven experience in coordinating multi-stakeholder projects and overseeing local operations.
• Communication: Excellent written and spoken English.
• Organizational Skills: Strong organizational, prioritization, and time-management skills with keen attention to detail.
• Technical Proficiency: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Professionalism: Discreet, professional, and experienced in engaging with high-level stakeholders.
• Basic Accounting: Basic experience in bookkeeping or accounting.

Preferred Skills (Good to Have)

• Proficiency in conversational or fluent Chinese and/or Bahasa Malayu language.
• Background in contracting, project management, property management, and/or leasing.
• Experience in real estate, facilities management, and/or multi-tenant property environments in Malaysia.
• Familiarity with local tenancy and contract practices as well as vendor ecosystems.