Executive Assistant

Adecco; Kuala Lumpur; Hybrid; MYR 100,000 - 150,000; Full time

Job summary

A leading global staffing firm is seeking an Executive Assistant for the evening shift to support a Managing Director and Partner based in Singapore. Responsibilities include managing calendars, organizing travel, and providing general administrative support. Ideal candidates will have at least 8 years of experience in a professional services environment, excellent communication skills in English, and strong organizational abilities. This role requires a flexible individual who can thrive under pressure and is available to work from 5pm to 1am Malaysian time.

Qualifications

• Minimum of 8 years of experience in a professional services environment.
• Strong oral and written communication skills in English.
• Ability to multi-task in a fast-paced, deadline-driven environment.

Responsibilities

• Manage complex calendars and schedule meetings and events.
• Organize travel arrangements and maintain files.
• Support business objectives by building working relationships.

Skills

Interpersonal skills

Organizational skills

Microsoft Office skills

Typing skills

Customer service orientation

Education

Secretarial diploma or equivalent

Job description

WHAT YOU’LL DO

The Executive Assistant (EA) (Evening Shift) provides administrative support to a Managing Director & Partner who is based in Singapore, taking full responsibility for maintaining their demanding schedules in the evening and at night between the hours of 5pm to 1am. The goal is to leverage the Managing Director & Partner’s time and to enable her to successfully serve clients by being an integral member of the client service team. Tasks will vary, depending on the Managing Director & Partner’s working styles and the existing workload. The duties described below make up a typical, but not necessarily complete, list. In addition, the EA works is part of the wider Southeast Asia EA team setting, and each EA needs to coordinate and cooperate with other EAs to ensure that work is completed. This EA will report to the main EA supporting the Managing Director & Partner. Overall, the EA should work in support of the MDP, each other, the office, and company as a whole in a manner consistent with company's stated values.

Key Responsibilities

• Manage complex calendars, with an understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of Managing Director & Partner’s time, and provide timely reminders as necessary.
• Schedule, coordinate and oversee a wide variety of internal/external meetings/events (local, offsite or virtual).
• Documentation: organize any needed material in advance of the meetings, maintain files/record keeping systems and confidential files.
• Organize travel arrangements; anticipate and coordinate travel and logistics needs.
• Prepare and submit timesheets and expenses for Managing Director & Partner in accordance with company guidelines.
• Provide professional support to visitors, assist with settling in requirements and greet as appropriate.
• Support business objectives under guidance by building working relationships with clients and client assistants to facilitate information flow and scheduling.
• Establish and maintain systems to organize and manage details to ensure accuracy in all aspects.
• Receive, screen, and sort according to priority all incoming mail; respond promptly to inquiries as needed.
• Support case teams, internal committees, and practice area activities and information requests.
• Maintain highest levels of internal and external confidentiality.
• Provide general administrative support: typing, telephone support, mail, copying, faxing, filing, calendar functions, voice mail and e‑mail distribution lists, maintaining marketing and any other databases as instructed from time to time.
• Provide back‑up assistance to other EAs and Reception Desk as needed. Please note that this position is not restricted to the responsibilities above and the job scope and responsibilities are subject to change.

YOU BRING – EXPERIENCE & QUALIFICATIONS

• Ideally, minimum of 8 years of work experience gained in a professional services environment.
• Able to commit work between 5pm to 1am in Malaysian time.
• Able to multi‑task in a fast‑paced, deadline‑driven, service‑oriented environment.
• Secretarial diploma or equivalent in related fields.
• Team player yet able to work independently, with demonstrated ability to be flexible, responsive and to take initiative.
• Demonstrate strong interpersonal skills – able to work effectively with all levels of staff.
• Convey a strong positive personal and professional image with excellent standards of professional behavior and ethics.
• Strong organizational skills, ability to set priorities, display attention to details and is tenacious with follow‑ups.
• Excellent oral and written communication skills in English.
• Consistently handle situations with tact and patience, and able to work well under pressure.
• Highly motivated, energetic and resourceful.
• Strong customer service orientation – responds to customers’ needs with a sense of urgency, and with a “How can I help” mindset.
• Able to work beyond normal office hours (sometimes weekends) during peak periods.
• Excellent typing skills with strong Microsoft Office skills, especially in Word, Excel, PowerPoint.

How to Apply

If you are interested to apply, please forward your latest resume to ***************@adecco.com or ********@adecco.com.

Subject: Job Application – Executive Assistant (Evening Shift)