Executive Assistant, Executive Office (MD & Operations)

KASIHKU MARKETING SDN. BHD.; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading marketing firm in Kuala Lumpur seeks an Executive Assistant to provide high-level administrative support to senior management. The role involves managing schedules, facilitating effective communication, and assisting in strategic initiatives. Ideal candidates will have a relevant degree and several years of experience in a similar role, coupled with strong organizational skills and a professional demeanor.

Qualifications

• Minimum 3–5 years of experience as an Executive Assistant or Coordinator supporting senior management.
• Experience in FMCG, manufacturing, or operations-driven environment is an advantage.

Responsibilities

• Manage calendars, appointments, and meeting materials for the MD and Operations Director.
• Track progress of key projects and follow up on pending matters.
• Maintain organized filing systems for executive records and manage confidential documents.

Skills

Organizational and multitasking skills

Excellent written and verbal communication in English and Bahasa Malaysia

Problem-solving ability

Discretion and confidentiality

Education

Diploma or Degree in Business Administration or Management

Tools

Microsoft Office (Word, Excel, PowerPoint)

Google Workspace

Project management tools (Trello, Asana)

Job description

Executive Assistant, Executive Office (MD & Operations)

The Executive Assistant, Executive Office (MD & Operations) provides high-level administrative, coordination, and strategic support to the Managing Director (MD) and Operations Director. The role ensures smooth execution of executive priorities, timely communication between departments, and effective follow-up on key business initiatives. Acting as a central point of contact, the Executive Assistant helps maintain alignment, organization, and efficiency across leadership and operational functions.

Key Responsibilities:

1. Executive Support

• Manage calendars, appointments, meetings, and travel for the MD and Operations Director.
• Prepare and coordinate meeting materials, agendas, minutes, and follow-ups.
• Handle correspondence, documents, and communication with professionalism and confidentiality.
• Support document reviews, approvals, and ensure timely circulation to relevant departments.

2. Strategic Coordination & Follow-Up

• Track progress of key projects, initiatives, and action items under the MD and Operations Director.
• Liaise with Heads of Departments to obtain updates, data, and reports.
• Follow up on pending matters to ensure timely completion and resolution.
• Assist in preparing summaries, presentations, and internal updates for management review.

3. Office & Information Management

• Maintain organized filing systems (digital and physical) for executive records, reports, and approvals.
• Manage confidential documents, agreements, and corporate files.
• Support preparation of management reports, dashboards, or meeting packs as needed.
• Serve as the contact point between the Executive Office and internal/external stakeholders.
• Support communication flow between MD/Operations and departments to ensure clarity, alignment, and accountability.
• Draft and proofread correspondence, announcements, and internal memos.

5. Administrative & Project Support

• Assist in event coordination, management meetings, or special projects led by the MD/Operations Director.
• Support onboarding and documentation of cross-functional initiatives or reviews.
• Monitor administrative budgets and manage requisitions related to the Executive Office.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication in English and Bahasa Malaysia.
• High level of professionalism, discretion, and confidentiality.
• Proactive, resourceful, and solution-oriented in managing multiple priorities.
• Ability to work independently and collaboratively in a fast-paced environment.

Qualifications & Experience:

• Diploma or Degree in Business Administration, Management, or related field.
• Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, or Coordinator supporting senior management.
• Experience in FMCG, manufacturing, or operations-driven environment is an advantage.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and familiar with digital productivity tools (Google Workspace, Trello, Asana, etc.).