Executive Assistant

Nestlé; Petaling Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading food and beverage company in Malaysia is looking for an Executive Assistant to provide administrative support to the Business Unit. This role requires at least 3 years of experience in secretarial and office administration, effective organizational skills, and the ability to manage budgets and meetings. The ideal candidate will thrive in a dynamic environment and contribute to a healthier future.

Qualifications

• At least 3 years of experience in secretarial and office administration.
• Able to manage documentations including confidential materials.
• Experience in organizing meetings and corporate functions.

Responsibilities

• Administer and implement general administration for the business unit.
• Support the BEO with secretarial duties and schedule management.
• Prepare presentation materials and generate reports.

Skills

Secretarial skills

Office administration

Budget monitoring

Meeting organization

Document management

Job description

Position Snapshot

Location: Bandar Utama, Selangor

Company: Nestlé Malaysia

Permanent

At least 3 years experiences in secretarial and office administration

Position Summary

Joining Nestlé means you are joining the largest Food and Beverage Company in the world. At our very core, we are a human environment – passionate people driven by the purpose of enhancing the quality of life and contributing to a healthier future. A Nestle career empowers you to make an impact locally and globally, as you are provided with the opportunity to make a mark and stand out, as long as you seek it. With Nestle, you are enabled and encouraged to grow not only as professionals, but also as people.

We are looking for an Executive Assistant that will be responsible for the efficient Administrative and Secretarial duties to the BEO and/or FUNCTION HEAD and overall Business Unit (reporting structure to 2 BEO's and/or Function Head)

A day in the life of a Executive Assistant

• Administer and implement general administration for BU
• Implement and maintain an efficient administration of BU operations
• Management of general stationeries and cleanliness office space, including store room
• Manage documentations ; including confidential materials, documents & files
• Secretarial support for the BEO
• Maintains appointments & schedule
• Exercises initiative and judgment in handling routine and confidential materials & enquiries
• Organize meetings & all related arrangements
• Prepares presentation materials (when necessary)
• Compile & circulate meeting notes
• Concur administration
• Operational Buying activities:
• Arrange payment for vendors by raising Request of PRs and send it to the COS PR Dept (Finance)
• Budget monitoring and reporting – utilization, control and monitor of the budget vs. expenses
• Control for the receipt, recording and dispatch of materials, samples and suppliers.
• Coordinate meetings/events activities with team/agency /visitors/ SBU (Internal & External, local & regional)

• Coordinates, prepares and arranges meetings/ visits / events/orientation program for visitors/ new staff
• coordinate BU team activities i.e. team building & workshops
• Travelling administration via Concur for the BEO
• Flight & hotel arrangements for BEO.
• On time preparation of travel documents and other traveling related matters.
• Generate reports for BU/sales achievements by category (ICBU)

What Will Make You Successful

• At least 3 years experiences in secretarial and office administration, fillings, typing letters and memos in a dynamic and changing organization
• Experience in establishing an efficient administrative and secretarial duties
• Experience at organizing meetings and corporate function single handedly