Executive Assistant & Conference Operations Lead

thebrasserie; Malaysia; On-site; MYR 60,000 - 90,000; Full time

Job summary

Orchid Development, a division of the Flowers Group, seeks a Secretary/Conference Coordinator to provide high-level administrative support to the CEOs and management executives in Malaysia. Responsibilities include managing schedules, coordinating meetings, arranging travel, and handling confidential documents.

The role requires a Bachelor’s degree and 5–6 years’ experience as a Personal Assistant, with strong organizational, communication and MS Office skills.

Qualifications

• Bachelor’s degree in business administration or related field.
• 5-6 years’ experience as Personal Assistant or similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Valid Cayman Islands driver’s license.

Responsibilities

• Manage the CEOs’ schedule and appointments, including scheduling meetings, arranging travel, coordinating with other departments and stakeholders, and ensuring the CEOs’ calendar is organized and up to date.
• Prepare and arrange all documents for meetings - regular and special, board of directors (BOD) and annual general meeting (AGM)
• Process CEOs’ personal expenses, personal banking, and other financial matters
• Maintain and keep CEOs’ secure personal files (passport, statutory certificates, land property titles, birth certificate, deeds, etc.)
• Act as a gatekeeper, screening calls and emails, and prioritizing and filtering information to ensure the CEOs are aware of important matters
• Type correspondence, prepare reports and presentations, and manage the CEOs’ work files and records
• Conduct research, present summaries as needed and make recommendations for community support and charitable efforts
• Assist with conference/meeting facilities within Cricket Square, taking bookings, setting up audio visual equipment, arranging catering and acting as the point person for all conference and meeting related enquiries
• Assist with all onsite conference operations, troubleshooting any issues that arise, and ensuring events run smoothly
• Manage projects on behalf of managing executives, coordinating with other team members, and ensuring projects are completed on time and within budget
• Represent the CEOs at meetings and events during his absence
• Provide executive administrative support to the CEOs and managing leadership, as needed
• Coordinate employee IT requirements
• Coordinate uniform procurement, manage inventory, and collaborate with HR on related needs
• Ensure accurate recordkeeping of all company legal documents and active licenses
• Be a joint partner in upholding company’s core value of environmental sustainability

Skills

Organizational skills

Time management

Communication

Confidentiality

Microsoft Office

Education

Bachelor's degree in business administration

Tools

Microsoft Office

Job description

Orchid Development, a division of the Flowers Group, seeks a Secretary/Conference Coordinator to provide high-level administrative support to the CEOs and management executives in Malaysia. Responsibilities include managing schedules, coordinating meetings, arranging travel, and handling confidential documents.

The role requires a Bachelor’s degree and 5–6 years’ experience as a Personal Assistant, with strong organizational, communication and MS Office skills.