Executive Assistant to Executive Director

Richworks International Sdn Bhd; Kuala Lumpur; On-site; MYR 70,000 - 90,000; Full time

Job summary

A leading company in the region is seeking a proactive Executive Assistant to support the Executive Director's daily operations and strategic initiatives. The role requires managing compliance documentation, preparing tender papers, and conducting structured research on business opportunities. The ideal candidate will have a Bachelor's Degree, at least 5 years of relevant experience, and excellent communication skills in English and Bahasa Malaysia. This position is an excellent opportunity to contribute to high-level decision-making in a dynamic environment.

Qualifications

• Minimum 5 years of experience as an Executive Assistant or similar role.
• Strong understanding of compliance processes and tender documentation.
• Experience in research, proposal development, or project support is a plus.

Responsibilities

• Prepare expense claims and payment requisitions for Executive Director.
• Coordinate with Finance on payment processing and reimbursements.
• Prepare and compile tender project papers and proposals.
• Conduct structured research on business opportunities across the Group.

Skills

Organisational skills

Multitasking

Attention to detail

Communication skills (English)

Communication skills (Bahasa Malaysia)

Education

Bachelor’s Degree in Business Administration, Management, or related field

Tools

Microsoft Office

Google Workspace

Job description

Executive Assistant to Executive Director

We are seeking a highly organised, proactive, and detail-oriented Executive Assistant to support the Executive Director in daily operations, strategic initiatives, and group-level projects. This role requires strong coordination skills, confidentiality, and the ability to manage multiple priorities across subsidiaries within Richworks Group structure.

The ideal candidate will also be well-versed in compliance requirements, tender documentation preparation, and capable of supporting research activities for new business and project opportunities.

Key Responsibilities

• Prepare and submit expense claims, payment requisitions, and supporting documentation for Executive Director and related projects.
• Coordinate with Finance on payment processing, reimbursements, and verification of invoices.
• Ensure all claims and requisitions comply with internal policies, approval workflows, and documentation requirements.
• Maintain organised records of expenses, payments, and financial submissions for audit and compliance purposes.
• Attend meetings, prepare agendas, minutes of meetings, presentations, reports, and briefing materials.

Compliance & Tender Documentation

• Prepare and compile tender project papers, proposals, and supporting documentation.
• Coordinate compliance-related documentation in line with regulatory, corporate governance, and internal policies.
• Maintain organised records for contracts, tenders, approvals, and project submissions.
• Support audit and compliance processes when required.

Research & Project Support

• Conduct structured research on potential business opportunities, partnerships, tenders, and expansion projects across Richworks Group of companies.
• Gather, analyse, and consolidate market intelligence, competitor insights, industry trends, and benchmarking data to support management decision-making.
• Identify viable project opportunities by reviewing RFPs, tenders, commercial proposals, and investment leads.
• Prepare opportunity briefs, concept papers, feasibility summaries, and management decks for Executive Director review.
• Support early-stage project development including basic financial inputs, timeline mapping, resource requirements, and risk identification.
• Coordinate information flow between subsidiaries for group-level projects, ensuring accurate data collection and timely submissions.
• Maintain a centralised tracker for project opportunities, tenders, and strategic initiatives across the Group.
• Support due diligence activities by organising relevant documents, background checks, and preliminary assessments.
• Track project milestones, deliverables, and follow-ups once opportunities progress into active projects.
• Work closely with internal stakeholders (Finance, Operations, Legal, HR, Sales) and external stakeholders (Company Secretary, Businesses Partners/Suppliers) to gather inputs required for project evaluation and submission.
• Provide regular updates and summary reports on research findings, opportunity pipeline, and project status to the Executive Director.

Requirements

• Bachelor’s Degree in Business Administration, Management, Corporate Governance, or related field.
• Minimum 5 years of experience as an Executive Assistant, Secretarial, or similar role (experience supporting senior leadership preferred).
• Strong understanding of compliance processes and tender documentation preparation.
• Experience in research, proposal development, or project support is an added advantage.
• Excellent organisational and multitasking skills with strong attention to detail.
• Proficient in Microsoft Office / Google Workspace (Word, Excel, PowerPoint, Docs, Sheets, Slides).
• Strong written and verbal communication skills in English and Bahasa Malaysia.
• High level of professionalism, integrity, and confidentiality.Able to work independently, take initiative, and manage priorities in a fast-paced environment.