Executive Assistant, Executive Office

hrdcorp; Kuala Lumpur; On-site; MYR 70,000 - 100,000; Full time

Job summary

Jora Malaysia is seeking a skilled divisional manager to oversee project delivery, budgeting, and reporting for senior leadership. The role focuses on driving timely initiatives, stakeholder alignment, and clear communication across the division.

Ideal candidates will coordinate SOPs, risk registers, and strategic programs while maintaining discretion with sensitive information and collaborating closely with the C-suite.

Responsibilities

• Manage and track divisional tasks and projects, acting as a traffic controller to avoid delays.
• Collaborate with stakeholders to monitor progress and update management on milestones.
• Deliver complex analyses of data and derive divisional insights for performance.
• Manage and coordinate the divisional budget to align with objectives.
• Be the divisional focal and oversee organisation-wide projects (SOP, BCM, ABMS, audits).
• Prepare and deliver reports for senior leadership and the board meetings.
• Draft proposal materials and memos with precision for outcomes.
• Liaise with the C-suite and departments to ensure messaging consistency.
• Engage in industry events to stay connected with trends and best practices.
• Craft communications for C-suite engagements with internal and external stakeholders.
• Efficiently manage the management’s schedule and all correspondence.

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Manage and track divisional tasks and projects, acting as a traffic controller through proactive identification and resolution of bottlenecks or delays to ensure timely completion of initiatives and alignment with deadlines, thus maintaining operational efficiency and ensuring project milestones are met.

Closely collaborate with stakeholders and departmental teams to monitor progress, make necessary adjustments, and provide regular updates to management for timely task execution and avoiding delays in the completion of projects.

Deliver complex analyses of relevant data; identify key trends and contribute to the creation of divisional insights that enable the diagnosis of business issues, enhancement of process and operations, and/or improvement of business performance.

Budget & Project Management

Manage and coordinate the divisional budget by preparing, monitoring, and analysing financial data to ensure alignment with strategic objectives and organisational priorities.

Act as the divisional focal and manage organisation wide project or initiatives e.g. Standard Operating Procedure (SOP), risk register, Business Continuity Management (BCM), Anti-bribery Management System (ABMS), compliance/ISO/audit exercises etc.

Tracking & Reporting

Prepare and deliver reports and presentations for senior leadership and board meetings, maintaining accuracy and consistency to effectively convey divisional strategies and initiatives.

Prepare and draft proposal materials, papers, and memos with precision and attention to detail to achieve intended outcomes.

Collaborate closely with the C-suite and team members to refine reports, content, and proposal papers to ensure alignment with organisational objectives and messaging consistency.

Maintain and handle confidential and sensitive information with the utmost discretion and professionalism regarding divisional matters, employee information, and organisational strategies.

Serve as a liaison between the C-suite and other departments, as well as external stakeholders to facilitate communication and collaboration on initiatives related to HRD Corp programmes, events, and relevant activities.

Participate in any engagement activities that concern the division, such as industry conferences, networking events, and professional associations, to stay connected with industry trends and best practices.

Craft compelling communication materials and papers, such as reports, presentations, and talking points, for C-suite's engagements with internal and external stakeholders.

Schedule & Correspondence Management

Efficiently manage the management's schedule, including scheduling meetings, appointments, and events, while ensuring alignment with organisational priorities.

Handle all correspondence on behalf of the divisional management, including emails, phone calls, and written communications, with professionalism, timeliness, and confidentiality.

Anticipate scheduling conflicts and prioritise incoming communications, flagging urgent matters for the management’s attention, and maintaining discretion with sensitive information.