Executive Assistant Corporate Planning Department

Ajinomoto; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading food company in Kuala Lumpur is seeking an experienced Executive Assistant to provide high-level administrative support to the Managing Director. The ideal candidate will manage various tasks including coordinating meetings, overseeing departmental operations, and maintaining compliance. A Diploma or Bachelor’s Degree in Business Administration and at least 2-3 years of relevant experience are required. The position demands proficiency in Microsoft Office and strong organizational skills, making it essential for applicants to be detail-oriented and adaptable.

Qualifications

• Minimum 2–3 years of experience as an Executive Assistant or similar role.
• Familiar with digital organization such as Outlook, shared calendars, and cloud storage.
• Able to handle confidential matters with integrity.

Responsibilities

• Provide high-level administrative and secretarial support to the Managing Director.
• Coordinate and lead company-wide planning meetings and corporate events.
• Manage departmental expenditure claims and oversee facilities.

Skills

Good command of English

Proficient in Microsoft Office

Strong organizational skills

Good interpersonal skills

Detail-oriented

Education

Diploma or Bachelor’s Degree in Business Administration

Tools

Microsoft Office

Microsoft Teams

Zoom

Job description

Key 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

• (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 meeting 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.

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