Executive Assistant (Other Entities)

Creador; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A prominent firm in Kuala Lumpur seeks an experienced Executive Assistant to provide high-level support to its founders and leadership team. Responsibilities include managing calendars, coordinating meetings, and handling correspondence. The ideal candidate should possess strong organizational and communication skills, with at least 5 years of experience in a similar role. A Bachelor's degree in a relevant field is required. This role is vital to ensuring the operational efficiency of the leadership team.

Qualifications

• 5+ years of experience in executive assistance and administration.
• Excellent organizational and time-management skills.
• Ability to maintain discretion and confidentiality.

Responsibilities

• Manage calendars and schedule meetings for the Leadership team.
• Handle incoming correspondence and prepare documentation.
• Ensure smooth operation of the office and manage supplies.

Skills

Organization skills

Time-management skills

Written and verbal communication

Proficient in Microsoft Office Suite

Problem-solving skills

Interpersonal skills

Education

Bachelor's degree in Business Administration or related fields

Tools

Microsoft Office Suite

Google Forms

Job description

The Executive Assistant (EA) will provide high-level administrative support to Medan Pasar Founders and Leadership team. This role involves, but not limited to, managing schedules, organizing meetings, professionally handling correspondence, optimizing travel arrangements and act as the key points of contact between the Medan Pasar Founders and Leadership team with internal/external stakeholders. The EA shall support the Admin, Finance and HR functions. The EA shall ensure the smooth operation of Medan Pasar and plays a vital role in enabling the Leadership to focus on strategic priorities.

Key Responsibilities

Administrative Support

• Manage calendars, schedule meetings and organize appointments.
• Professionally handle incoming correspondence, e-mails and phone calls, responding or delegating as appropriate.
• Support in preparation of reports, presentations and documents ahead of meetings.
• Document and data management for Finance and HR – both physical and digital.
• To provide essential support across financial and administrative operations, including:
• Financial Documentation & Processing: Assist in the thorough preparation and processing of payment vouchers to ensure accurate and timely disbursement of funds.
• Revenue Monitoring & Reconciliation: Accurately track and record all incoming rental income and diligently maintain the operational cashbook for daily financial accountability.
• Administrative Data Procurement: Efficiently download, organize, and archive necessary financial and operational statements, including bank statements, loan statements, and various utility statements.
• Digital Billing Management: Facilitate the prompt and correct issuance of e-invoices to clients and tenants.
• Legal & Contract Administration: Manage the required statutory stamping of all new tenancy agreements.
• Property Utility & Ownership Transfers: Coordinate and execute the transfer of ownership for property utilities and services, including but not limited to essential accounts like TNB, Air Selangor, Indah Water, Quit Rent, and Assessment, etc.
• Work either individually or with peers to organize and coordinate signing of documents.

Meeting Coordination

• Arrange meetings, including venue booking, preparation of agendas and minute taking, where applicable.
• To ensure all meeting infrastructure is ready and in working condition ahead of events.

Office Management

• Work with peers to ensure smooth operation of the Company, ensuring sufficient supplies and resources are available.

Function Support

• To support tasks, assignments and projects which are related to the Company.

Others

• Any other duties as may reasonably be requested by Medan Pasar Founders and/or Leadership team.

Role Requirements

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Savvy with technology e.g., Google Forms, etc.
• Ability to efficiently multitask while ensuring quality and accuracy in deliverables.
• Able to maintain a high level of discretion and confidentiality.
• Strong problem-solving skills and ability to work independently.
• Professional demeanour and appearance.
• Strong interpersonal skills and ability to build relationships with internal/external stakeholders.
• Strong collaborator with team members and peers.
• Ability to adapt and be flexible in handling changing priorities.

Qualifications and Experience

• Bachelor's degree in Business Administration, Secretarial, Finance & Accounting or any other related fields.
• Minimum 5 years experience executive assistance and administration supporting multiple leaders.