Executive Assistant

Warisan TC Holdings Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A prominent company in Malaysia is looking for a capable Executive Assistant to provide essential operational and administrative support to management. The successful candidate will facilitate meetings, manage correspondence, and analyze reports. A Bachelor’s Degree in Mechanical Engineering with at least 5 years of relevant experience is required. Proficiency in English, Mandarin, and Bahasa Malaysia, as well as solid skills in Microsoft Office, are a must. The role requires strong management and organisational capabilities for a dynamic office environment.

Qualifications

• Minimum 5 years working experience in an Executive Assistant, Personal Assistant, or Assistant Manager-level role.
• Prior experience in business analysis, project coordination, or management reporting is an added advantage.

Responsibilities

• Supporting Management in organising and attending meetings and key company events.
• Preparing correspondence on behalf of Management, such as work instructions and operational guidelines.
• Following up on and updating the progress of ongoing projects across departments.
• Reviewing and consolidating daily reports from functional departments.
• Supporting Management with data analysis and reviewing requests prior to approval.
• Providing translation services between English, Mandarin, and Bahasa Malaysia.
• Handling various administrative tasks, including bill payments and staff claims submission.

Skills

Management skills

Organisation skills

Communication skills

Presentation skills

Project coordination

Education

Bachelor’s Degree in Mechanical Engineering or equivalent

Tools

Microsoft Office (Excel, PowerPoint, Word)

Job description

We are looking for a capable and proactive Executive Assistant to provide daily operational and administrative support to Management, ensuring the smooth and efficient running of the office. In this role, you will be responsible for:

What You’ll Be Doing

• Supporting Management in organising and attending meetings and key company events, including minute-taking and follow-up on action items with relevant departments.
• Preparing correspondence on behalf of Management, such as work instructions, operational guidelines, and official replies.
• Following up on and updating the progress of ongoing projects and workstreams across departments.
• Reviewing, analysing, and consolidating daily reports from functional departments.
• Supporting Management with data analysis, and reviewing requests or proposal papers from functional or project teams prior to Management approval.
• Providing translation services between English and Mandarin or English and Bahasa Malaysia for meeting papers, minutes, correspondence, and other business documents.
• Handling a variety of administrative and coordination tasks, including bill payments, staff claims submission, business travel arrangements, and coordinating the schedules of the CEO and Senior Management.
• Performing other ad-hoc duties as assigned by Management.

You’re the One We’re Looking For

• Bachelor’s Degree in Mechanical Engineering or equivalent qualification.
• Minimum 5 years of working experience in an Executive Assistant, Personal Assistant, or Assistant Manager-level role.
• Prior experience in business analysis, project coordination, or management reporting will be an added advantage.

Requirements

• Strong skills in management, organisation, communication, and presentation.
• Proficient in Microsoft Office applications (Excel, PowerPoint, Word).
• Excellent verbal and written communication skills, with strong command of English, Mandarin, and Bahasa Malaysia.
• Demonstrates a positive working attitude, maturity, ability to multitask, attention to detail, proactiveness, and a strong sense of urgency.
• High level of integrity, commitment, and reliability.
• Possess own transport and willing to travel when required.
• Professional appearance and good interpersonal manners.