Executive Assistant Corporate Planning Department

Ajinomoto (Malaysia) Berhad; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading food company in Malaysia seeks a proactive Executive Assistant to support the Corporate Planning Department. This position requires managing the calendar of the Managing Director, coordinating various department activities, and preparing important reports. The ideal candidate should have a diploma or degree in Business Administration and 2–3 years of relevant experience. Strong organizational skills, proficiency in Microsoft Office, and a good command of English are essential.

Qualifications

• Minimum 2–3 years of experience as an Executive Assistant or similar role.
• Good command of English (written and spoken).
• Familiar with digital organization tools.

Responsibilities

• Provide high-level administrative support to the Managing Director.
• Coordinate company-wide planning meetings and corporate events.
• Manage calendars and oversee travel arrangements.

Skills

Time management

Organization

Communication

Discretion

Microsoft Office

Education

Diploma or Bachelor’s Degree in Business Administration

Tools

Microsoft Teams

Zoom

Job description

Overview

We are looking for a reliable and proactive Executive Assistant to support the Corporate Planning Department. This role involves coordinating schedules, preparing reports, handling confidential information, and assisting in strategic and administrative matters to ensure smooth daily operations.

Responsibilities

• Provide high-level administrative and secretarial support to the Managing Director (MD) and Corporate Planning Department.
• Act as the administrative anchor for the Corporate Planning department to ensure seamless coordination across the team.
• Coordinate and lead company-wide planning meetings, briefings, workshops, and corporate events.
• Support the preparation of periodic reports and strategic documents by consolidating data and inputs from various departments.
• Assist in compiling data for reports to support budget submissions and strategic presentation for top management.
• Manage departmental expenditure claims in alignment with monthly budget forecasts.
• Oversee departmental facilities, assets, and equipment listings, including the management of purchase orders and payment requests.
• Handle the preparation and circulation of board papers, statutory documents, and management meeting materials.
• Support the maintenance and update statutory records and governance documents to ensure compliance.
• Coordinate and organize key meetings, quarter cycle audit, and track action items to ensure plans stay on schedule.
• Proactively manage the Director Office (Managing Director) calendar by coordinating internal and external appointments.
• Support logistics coordination with the driver, including briefings on itineraries, venue confirmations, and schedule changes.
• Handle travel, accommodation, and dining bookings for officers and visitors as needed.
• Compile invoices for reimbursements and maintain records of utilities and related expenses for the Managing Director.
• Assist in preparing the onboarding documentation and related compliance arrangements for new appointed Directors.
• Support the key/selected group with specific needs, such as health check arrangements and golf membership management.
• Execute ad-hoc administrative duties and special assignments to support evolving business needs.

Qualifications and Requirements

• (Diploma or Bachelor’s Degree) in Business Administration, Management, or related field
• Minimum 2–3 years of experience as an Executive Assistant, PA, or similar role
• Good command of English (written and spoken)
• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Familiar with digital organization—Outlook, shared calendars, cloud storage, shared folders.
• Skill in managing/ coordinating meetings via Microsoft Teams, Zoom, or other virtual meeting tools.
• Strong organizational, time management, and coordination skills
• Able to handle confidential matters with integrity and discretion
• Detail-oriented, proactive, and able to work independently
• Good interpersonal and communication skills
• Highly adaptable with flexibility, ready to handle last-minute requests and diverse ad-hoc tasks as assigned.

Application questions

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Corporate Planning Executive?
• Which of the following Microsoft Office products are you experienced with?
• Which of the following languages are you fluent in?
• How would you rate your English language skills?
• How much notice are you required to give your current employer?

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