Executive Assistant, Malaysia

Flow Entertainment Technology Sdn Bhd

Kuala Lumpur

On-site

MYR 56,000 - 89,000

Full time

5 days ago

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Job summary

Flow Entertainment Technology Sdn Bhd is hiring an Executive Assistant to support senior leaders in Kuala Lumpur. The role requires managing calendars, drafting emails, preparing decks, and handling vendor contracts with discretion.

We expect 3+ years of EA experience, fluency in English, Cantonese, Mandarin and Malay, and strong ability to automate tasks using AI tools. This is an in-office position based in KL Eco City, Malaysia.

Qualifications

3+ years of experience as an executive assistant, personal assistant or in similar role.
Fluent spoken and written English, Cantonese, Mandarin and Malay.
Hands-on use of AI tools in daily work.
Ability to automate repetitive tasks and improve efficiency.
Organised, proactive and comfortable working with senior leaders.

Responsibilities

Manage senior management's calendar, meetings and scheduling.
Reply to emails and messages on behalf of senior management.
Track action items from meetings and follow up until closed.
Review documents for accuracy, consistency and completeness, flag issues.
Create and polish presentation decks.
Handle office administration and supplies.
Act as the point of contact for office vendors; manage quotations and invoices.
Support management-level colleagues with day-to-day operations.
Be reachable outside office hours for urgent matters.
Handle confidential information with discretion.
First-pass review of routine contracts; flag missing clauses and renewal dates.

Skills

Fluent English

Cantonese

Mandarin

Malay

Calendar management

AI tools usage

Discretion

Tools

Microsoft Office

AI tools

Job description

Flow is a flexible-stay hotel booking platform offering daycation, hourly and overnight stays. We have grown from Hong Kong into Macau, Singapore, Malaysia, Shenzhen and Taipei, with millions of booking transactions.

Reporting line:

You report directly to senior management, and from time to time support the wider management team.

What you will do:

Manage senior management's calendar, meetings and scheduling.

Reply to emails and messages on behalf of senior management.

Track action items from meetings and follow up until closed.

Review documents for accuracy, consistency and completeness, and flag issues before they go out.

Create and polish presentation decks.

Handle office administration and supplies.

Act as the point of contact for office vendors (building management, telecom, supplies, cleaning, courier, equipment); handle quotations, repairs, renewals and invoices.

Support management-level colleagues with their day-to-day operations and office-related matters.

Be reachable outside office hours for urgent matters.

Handle confidential information with discretion.

First-pass review of routine contracts (hotel partner, vendor, NDA): flag missing clauses, inconsistencies, and expiry or renewal dates. Escalate to management and external counsel. Maintain the contract repository and renewal tracker.

Research, data gathering and one-off projects.

What we are looking for:
A strong sense of responsibility matters most in this role. We want someone who takes ownership, follows through on every task and can be trusted with urgent and confidential matters.

At least 3 years of experience as an executive assistant, personal assistant or in a similar role.

Fluent spoken and written English, Cantonese, Mandarin and Malay.

Strong document review and deck-building skills.

Hands-on use of AI tools in your daily work is a must.

Able to automate your own work, finding and building ways to remove repetitive tasks.

Organised, proactive and comfortable working with senior leaders.

Able to work on-site in our Malaysia office in Kuala Lumpur.

Nice to have: Background in legal, paralegal or corporate secretarial work, or familiarity with commercial contracts and Malaysian contract basics.

Working arrangement

This is an in-office role at our office in KL Eco City. Outside office hours we contact you for urgent matters only; non-urgent requests wait until the next working day.

Your application will include the following questions:

Which of the following statements best describes your right to work in Malaysia?
What's your expected monthly basic salary?
How many years' experience do you have as an executive assistant?
Which of the following types of qualifications do you have?

About Flow

Flow is the leading marketplace for by-the-hour hotels, workspaces & travel experiences in Malaysia, Singapore, Hong Kong, Vietnam and expanding rapidly across SEA. We have partnered with numerous international hotel chains & workspace groups, and served hundreds of thousands of local and international travellers for ther need for space and travel experiences.

Why Flow?

We are looking for high-calibre candidates who want to create fun and engaging products and contents in order to make an impact to the hotel and travel industry.

You will work in an agile, vocal and goal-oriented environment with a friendly team who are not shy to jokes and banter. Together we are building an innovative marketplace for travellers worldwide!

Learn More About Us

Official site: app.flowtheroom.com/my/en

TikTok: flow_msia

FB: fb.me/flowinmsia

IG: instagram.com/flow_msia