Executive Assistant to CEO

Beef Innovation Sdn Bhd; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A Japanese restaurant group is seeking an Operations Administrator in Kuala Lumpur to oversee daily operations, support the CEO, and ensure workflow efficiency. Responsibilities include managing restaurant checklists, monitoring operational progress, and supporting new openings. The ideal candidate has strong organizational skills, a minimum of 5 years management experience, and proficiency in Microsoft Office. This role is essential for maintaining high standards of service and operational excellence.

Qualifications

• 5 years of proven management experience.
• Ability to work independently and under pressure.
• Experience in managing F&B operations is a plus.

Responsibilities

• Ensure smooth daily operations of the restaurant group.
• Monitor operational progress and support restaurant openings.
• Facilitate communication between teams.

Skills

Multitasking

Organizational skills

Communication skills

Microsoft Office proficiency

Job description

Responsible for ensuring the smooth day-to-day operations of the Japanese restaurant group and providing comprehensive support to the CEO and management team in planning, coordinating, and executing business initiatives. This role combines strong administrative and organizational skills with hands-on project coordination to enhance workflow efficiency across multiple outlets. It involves monitoring operational progress, supporting new restaurant openings, and ensuring the timely completion of key deliverables. The position also plays a vital role in facilitating effective communication between front-of-house, back-of-house, and management teams, while upholding Japanese hospitality standards, operational excellence, and service quality across all restaurants.

Operations Administrative Duties (Restaurant)

• Improve, monitor and maintain all restaurants checklist system.
• Checklist System: Pre-opening checklist, Inventory checklist for non-food item / general supplies, Operations checklist, Closing Checklist.
• Manage and update restaurant filing systems and daily reports (Free bill, cancel bill, discrepancies on bill, free bring in, etc.).
• Prepare monthly summary for Master Checklist, attend monthly meeting to present the summary.
• Attend restaurant meetings and generate summaries with solutions to discuss with CEO.
• Conduct weekly checks to ensure all CCTV systems across restaurants are functioning.
• Prepare Meeting Report for each restaurant meeting after attending.

Operations Support

• Attend restaurant meetings and generate report summaries with solutions to discuss with Director.
• Monitor the daily SOP for pre-opening and closing of shops. Report any discrepancies.
• Handle petty cash and ensure accurate expense documentation.
• Monthly meeting with the CEO to verify all Petty Cash Voucher expenses.
• Assist with organizing events, promotional activities, and marketing initiatives.
• Monitor and manage plate and kitchen item inventory in coordination with Operations Admin Executive (Main Plate Storage Room).
• Assist in resolving unexpected operational problems (e.g., Wi-Fi, phone, electricity, water) and coordinate directly with the Admin Manager and shop PIC.

Project Management – opening of new outlets

• Plan, organize, and execute operational and business projects from start to completion.
• Monitor project timelines, deliverables, and budgets, ensuring tasks are completed according to objectives.
• Collaborate with cross-functional teams to achieve project goals and resolve operational bottlenecks.
• Track project progress using appropriate tools and present regular updates to management.
• Identify potential risks or issues and propose effective solutions.
• Support process improvement initiatives to enhance productivity and operational performance.

Personal Matters

• Manage the CEO’s personal schedule, appointments, and reminders.
• Arrange personal travel, accommodation, and transportation.
• Handle personal errands and household coordination.
• Organize and maintain personal documents and records.

Requirements

• Ability to multitask and work in a fast-paced environment.
• Strong organizational and communication skills.
• Proficiency in Microsoft Office software.
• At least 5 years of proven management experience.
• Added advantage if experienced in managing F&B operations.
• Able to work independently and handle tasks efficiently under pressure.