Executive Assistant

Monroe Consulting Group; Malaysia; On-site; MYR 50,000 - 70,000; Full time

Job summary

A reputable executive recruitment firm is seeking an Executive Assistant in Malaysia. The ideal candidate will provide administrative support across Australian and Malaysian operations, manage office functions, support recruitment and onboarding, and ensure efficient office workflows. Requirements include 5+ years of executive support experience and proficiency in Microsoft Office. Join a collaborative environment focused on excellence and professional growth.

Qualifications

• 5+ years' experience in providing executive level support and assistance.
• Demonstrated experience with Microsoft Office Programs.
• Some project management experience is desirable but not essential.

Responsibilities

• Assist in the hiring process and facilitate onboarding for new employees.
• Administer pre-onboarding tasks for new starters.
• Manage daily office operations and communications.
• Coordinate travel arrangements for the Malaysia office.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Attention to detail

Proactivity

Education

High School Certificate

Diploma/Degree in Business Administration or Office Management

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Sugar CRM

Job description

Executive Assistant (EA)

Executive recruitment company Monroe Consulting Group is recruiting on behalf of an esteemed professional services firm that focuses on solvency management and insolvency administration. Our respected client is seeking for a highly motivated and professional individual for the role "Executive Assistant".

Job summary
The ideal candidate will be responsible for providing comprehensive administrative support to Principals across Australian and Malaysian operations, managing office operations in the Kuala Lumpur location. Responsibilities include setting up new clients in internal systems, preparing client documentation, tracking business development appointments, and handling regulatory reporting for all Principals. The EA also supports HR functions such as recruitment, onboarding, and employee recognition programs.

Job responsibilities:

1. Office & HR Support

• Assist in the hiring process and facilitate in-person onboarding for new KL employees, including induction training/workshop scheduling.
• Administer pre-onboarding tasks for both KL and VIC new starters (staff set-up forms, scheduling, etc.).
• Provide HR administrative support for staff training, development, and compliance (sick leave records, study/membership register, ASIC Portal).
• Manage the Rewards & Recognition Program, including milestone events, monthly morning teas, and staff appreciation initiatives.
• Oversee daily office operations, ensuring policies, procedures, and workflows are efficient and effective.
• Act as the point of contact for office-related enquiries, managing supplies, equipment, vendor coordination, budget, petty cash, and space allocations.
• Liaise with building management for maintenance and facility requirements.
• Ensure office systems and technology are functional and well-maintained.
• Manage training/event logistics, including room setup, technology, catering, and coordination of KL social and corporate events (EOM, EOFY, team building, etc.).
• Act as liaison between the KL and VIC teams to ensure alignment with company objectives.
• Maintain a clean, organized, and productive office environment.
• Handle sensitive and confidential HR information with discretion while fostering inclusivity across cultural contexts.
• Support ad-hoc projects as assigned by management.

1. Principal Support

• Set up potential clients in Workbench, including creating records, running searches, conflict checks, and securing consents for all Principals.
• Maintain and update business development appointments in Sugar CRM on behalf of Principals.
• Support the Chair of monthly Manager Meetings: prepare and circulate relevant documentation, draft and finalise minutes, and follow up on action items.
• Complete annual ASIC reviews for all Principals.
• Coordinate travel arrangements, including booking flights, transport, and accommodation for the Malaysia office.

Job Requirements：
5+ years' experience in providing executive level support and assistance
Demonstrated experience with Microsoft Office Programs such as Word, Excel, and Outlook
Some project management experience is desirable but not essential

Qualifications Requirements
High School Certificate
Diploma/Degree in Business Administration/Office Management or equivalent is desirable but not essential

Competencies
Excellence organization and time management
Strong written and verbal communication skills
High level of attention to detail
Flexible and reliable in all circumstances
High level of professionalism and discretion
Willingness to learn and be proactive