Executive Assistant

Sperton Global AS; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading global consulting firm located in Malaysia is seeking an Executive Support professional to provide comprehensive support to the Director. This role involves managing complex calendars, coordinating travel arrangements, and preparing executive materials. The ideal candidate will possess excellent organizational skills and have experience in administrative management. This position is critical in ensuring effective communication and collaboration across regional teams within Southeast Asia.

Qualifications

• Experience managing complex calendars across multiple time zones.
• Strong organizational skills for maintaining filing systems.
• Ability to coordinate travel arrangements effectively.

Responsibilities

• Manage the Director’s complex calendar and scheduling.
• Coordinate end-to-end travel arrangements, including international flights.
• Prepare and proofread executive materials and reports.
• Act as the point of contact for internal teams and clients.
• Take accurate minutes and track action items from meetings.

Job description

1. Executive Support

• Manage the Director’s complex calendar, scheduling meetings across multiple Southeast Asian countries and time zones.
• Coordinate end-to-end travel arrangements, including international flights, accommodation, visas, and detailed itineraries.
• Prepare, format, and proofread reports, presentations, correspondence, and executive briefing materials.
• Act as the primary point of contact for internal teams, clients, and external partners engaging with the Director.
• Attend meetings, take accurate minutes, track action items, and follow up to ensure timely completion.

2. Office & Administrative Management

• Maintain confidential, well-organised filing systems (both electronic and physical).
• Support the preparation of regional reports, dashboards, and performance-tracking documents.
• Coordinate regional leadership meetings, internal events, and communications.
• Support staff engagement initiatives across Southeast Asia.
• Assist with onboarding coordination and administrative support for regional offices and teams.

3. Stakeholder & Regional Liaison

• Communicate effectively with regional teams, clients, and external partners on behalf of the Director.
• Ensure smooth information flow and coordination between Southeast Asia offices and the wider Mondiale VGL network.
• Support cross-functional collaboration across countries and departments.

4. Project & Initiative Support

• Assist in planning, monitoring, and tracking key Southeast Asia initiatives and strategic projects.
• Conduct basic research and data compilation to support decision-making.
• Identify opportunities to improve administrative processes, workflows, and operational efficiency at a regional level.