Executive Assistant

Kenji Technology Sdn Bhd; Puchong; On-site; MYR 39,000 - 67,000; Full time

Job summary

Kenji Technology Sdn Bhd is seeking an Executive Assistant to support the Managing Director with comprehensive administrative duties, calendar management, document preparation and confidential correspondence. The role covers office administration, financial documentation and coordination of outlet tenancy matters in a fast-paced environment.

You will liaise with internal teams and external partners, prepare meetings and materials, track deadlines, and ensure timely follow-up on all MD-led

Qualifications

• Minimum Diploma in Secretarial Studies, Business Administration or equivalent.
• 3–4 years of secretarial or administrative experience.
• Good command of English and Bahasa Malaysia.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Strong organisational, communication and follow-up skills.
• Able to multitask, prioritise tasks and work independently.
• Experience supporting senior management is an added advantage.

Responsibilities

• Manage the MD's calendar, business appointments, meetings, schedules and travel arrangements.
• Prepare letters, memos, reports, presentations, emails and official documents.
• Compile documents for the MD's review, approval and signature.
• Handle confidential information, correspondence and management matters with discretion and professionalism.
• Coordinate company events, business meetings and management related activities.
• Arrange management and departmental meetings, including agendas, meeting materials and presentations.
• Prepare meeting minutes, recaps and action trackers.
• Follow up on management instructions, departmental submissions and outstanding matters to ensure timely completion.
• Monitor deadlines and provide regular progress updates to the MD.
• Oversee daily office administration, filing, courier arrangements, stationery and general office requirements.
• Maintain systematic physical and digital filing of company records, agreements, contracts and renewal documents.
• Liaise with suppliers, contractors, service providers and relevant external parties.
• Coordinate business travel, accommodation and transportation arrangements for the staff.
• Ensure proper documentation and administrative support for daily business operations.
• Maintain outlet tenancy agreements, rental records, renewals and related documentation.
• Liaise with mall management, landlords, contractors and outlet teams on tenancy and operational matters.
• Coordinate administrative arrangements for outlet openings, closures, renovations and handovers.
• Obtain contractor quotations, prepare comparisons and monitor progress, rectification works and completion deadlines.
• Monitor outlet insurance, permits, utilities and relevant renewal deadlines.
• Manage company petty cash and maintain accurate records.
• Prepare payment vouchers, invoices, claims and supporting documents.
• Coordinate payment submissions and follow up with the Accounts Department.
• Monitor payment deadlines and maintain proper financial documentation.
• Assist in managing the MD's personal properties, including tenant communication, tenancy matters and maintenance coordination.
• Monitor rental collections, payment deadlines and banking of post-dated cheques.
• Coordinate property-related payments, assessment taxes, maintenance and renewal matters.
• Calculate and compile the MD's driver overtime claims monthly.
• Compile and organise personal tax-related documents for submission to the appointed tax agent.
• Assist with personal administrative arrangements and other matters assigned by the MD.
• Maintain strict confidentiality, integrity and professionalism in handling company and personal matters.
• Ensure timely follow-up and completion of assigned tasks.
• Perform other ad hoc duties, special assignments and responsibilities as required by the MD.

Skills

English

Bahasa Malaysia

Microsoft Office

Organisational skills

Communication

Detail-oriented

Independent working

Education

Diploma in Secretarial Studies or Business Administration

Tools

Excel

Word

PowerPoint

Job description

Executive Assistant reporting to the Managing Director. The role encompasses comprehensive administrative support including calendar and meeting management, document preparation, confidential correspondence handling, event coordination, office administration, financial documentation, and property management assistance. The position requires managing multiple priorities across company operations, outlet management, and personal administrative matters for the MD.

Key responsibilities

• Manage the MD's calendar, business appointments, meetings, schedules and travel arrangements.
• Prepare letters, memos, reports, presentations, emails and official
• Compile documents for the MD's review, approval and signature.
• Handle confidential information, correspondence and management matters with discretion and professionalism.
• Coordinate company events, business meetings and management related activities.
• Arrange management and departmental meetings, including agendas, meeting materials and presentations.
• Prepare meeting minutes, recaps and action trackers.
• Follow up on management instructions, departmental submissions and outstanding matters to ensure timely completion business partners and external parties.
• Monitor deadlines and provide regular progress updates to the MD.
• Oversee daily office administration, filing, courier arrangements, stationery and general office requirements.
• Maintain systematic physical and digital filing of company records, agreements, contracts and renewal documents.
• Liaise with suppliers, contractors, service providers and relevant external parties.
• Coordinate business travel, accommodation and transportation arrangements for the staff.
• Ensure proper documentation and administrative support for daily business operations.
• Maintain outlet tenancy agreements, rental records, renewals and related documentation.
• Liaise with mall management, landlords, contractors and outlet teams on tenancy and operational matters.
• Coordinate administrative arrangements for outlet openings, closures, renovations and handovers.
• Obtain contractor quotations, prepare comparisons and monitor progress, rectification works and completion deadlines.
• Monitor outlet insurance, permits, utilities and relevant renewal deadlines.
• Manage company petty cash and maintain accurate records.
• Prepare payment vouchers, invoices, claims and supporting documents.
• Coordinate payment submissions and follow up with the Accounts Department.
• Monitor payment deadlines and maintain proper financial documentation.
• Assist in managing the MD's personal properties, including tenant communication, tenancy matters and maintenance coordination.
• Monitor rental collections, payment deadlines and banking of post-dated cheques.
• Coordinate property-related payments, assessment taxes, maintenance and renewal matters.
• Calculate and compile the MD's driver overtime claims monthly.
• Compile and organise personal tax-related documents for submission to the appointed tax agent.
• Assist with personal administrative arrangements and other matters assigned by the MD.
• Maintain strict confidentiality, integrity and professionalism in handling company and personal matters.
• Ensure timely follow-up and completion of assigned tasks.
• Perform other ad hoc duties, special assignments and responsibilities as required by the MD.

About you

Minimum Diploma in Secretarial Studies, Business Administration or equivalent

At least 3-4 years of relevant secretarial or administrative experience

Good command of English and Bahasa Malaysia

Proficient in Microsoft Office, particularly Excel, Word and PowerPoint

Strong organisational, communication and follow-up skills

Able to multitask, prioritise tasks and work independently

Responsible, detail-oriented, proactive and trustworthy

Experience supporting senior management is an added advantage

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