Executive Assistant

Vinda SEA; Malaysia; On-site; MYR 120,000 - 201,000; Full time

Job summary

A leading consumer goods company in Malaysia is looking for an Executive Assistant to provide effective administrative support to the president. Responsibilities include managing schedules, organizing meetings and events, coordinating travel, and building relationships with stakeholders. This role requires at least 5 years of experience in a similar position, strong communication skills, and the ability to work independently in a fast-paced environment. Join us to contribute to our dynamic leadership team.

Qualifications

• Minimum 5 years of experience as an Executive Assistant or similar role preferably in FMCG/MNC.

Responsibilities

• Manage and maintain the President’s calendar and scheduling.
• Organize and coordinate business travels and meetings.
• Lead the arrangement of business events including off-site conferences.
• Build and maintain relationships with key contacts and stakeholders.

Skills

Excellent communication skills

Strong attention to detail

Ability to manage multiple tasks

Ability to work independently

Education

Secretary Certificate, Diploma, or Degree in any Business discipline

Job description

Position Summary

The Executive Assistant is primarily responsible for providing effective and efficient administrative and personal assistant support to the President of Tissue & Personal Care, International Market, and the leadership team. This role requires excellent communication skills, strong attention to detail, ability to manage multiple tasks, and the ability to work independently in a fast-paced environment.

Working Location

Bandar Bukit Raja, Klang (next to Setia Alam)

Responsibilities

1) Administrative Support

• Manage and maintain the President’s calendar, scheduling meetings, appointments, and travel arrangements.
• Handle confidential documents and communications with discretion.
• Organize documents for President.
• Prepare reports, claims, video, presentations, and correspondence to meet President’s or company standards and requirements.
• Approve on behalf of President of direct report’s claim and leave application according to policy.

2) Meeting and video/tele-conferences

• Organize and coordinate regular meetings (i.e RLT), including invitation, preparing agendas, taking minutes, distributing minutes, and following up on action items.
• Arrange meeting facilities, venue, and refreshment if require.
• Prepare and consolidate presentation materials.

3) Event Coordination

• Organize and coordinate business event/visit including off-site conferences as assigned by President.
• Lead the event arrangement including venue, itineraries, transport, flight, accommodation and business meal.
• Arrange event materials as required.

4) Travel Management

• Organize and coordinate business travels for the President and operations group including flight booking, arrangement of accommodation and visa application.
• Responsible for the arrival of visitors - booking of accommodation and transportation arrangement.
• Maintain and update hotel corporate rate in SEA region.
• Work closely with the travel agent for the purpose of maintaining efficient service and constantly evaluating the level of service provided and negotiation of airfares and agent fees.

5) Relationship Management

• Serve as the focal point of information flow to the Regional Leadership Team (RLT) and other groups.
• Serve as a liaison between the President and internal/external stakeholders.
• Build and maintain relationships with key contacts, vendors, and partners.
• Handle all correspondence with a high degree of independence, judgement, and discretion, of which some are of highly private and confidential in nature.
• Manage people professionally, and respectful working relationships with all other employees within the Group.

6) Others

• Process invoices related to travel (flight, transport & hotel), business meeting and catering.
• Responsible for donation sponsorship, company awards application and recognition that required President approval.
• Participate and support ad- hoc projects as requested/approved by the President.
• General tasks and responsibilities as requested by the President.

Requirements

• Secretary Certificate, Diploma, or Degree in any Business discipline.
• Minimum 5 years of experience as an Executive Assistant, Administrative Assistant, or similar role preferably in FMCG/MNC.