Executive Assistant to Managing Director

Oriental Coffee International Sdn Bhd; Puchong; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading food and beverage group in Malaysia is seeking an Executive Assistant to the Managing Director. This hands-on role includes managing calendars, coordinating reports, and supporting overseas expansion initiatives. Candidates should have at least 3 years of executive support experience, a bachelor's degree, and proficiency in Mandarin. Strong organization and communication skills are essential. Competitive salary and growth opportunities provided in a dynamic team environment.

Benefits

Miscellaneous allowance

Free staff meal

Incentive and performance bonus

Qualifications

• Minimum 3 years of experience in executive or administrative support.
• Excellent written and verbal communication skills in English and Mandarin.
• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Manage the Managing Director’s calendar and travel arrangements.
• Prepare and coordinate reports and presentations for stakeholders.
• Assist in coordinating cross-functional projects.
• Conduct market research for strategic planning and decision-making.
• Act as a key coordinator for overseas expansion initiatives.

Skills

Organization skills

Communication skills

Proficiency in Mandarin

Proficiency in Microsoft Office Suite

Project management

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office Suite

Scheduling tools

Job description

Executive Assistant to Managing Director

We are an expanding F&B group seeking a highly organized and proactive Executive Assistant to Managing Director. This hands‑on role combines executive support, operations coordination and travel to outlets/events. If you enjoy being the right hand to leadership while staying close to the action, this is for you.

Key Responsibilities:

Executive Support

Manage the Managing Director’s calendar, meetings, travel arrangements, and daily communications.

Prepare, coordinate, and review reports, presentations, and briefing materials for internal and external stakeholders.

Handle highly confidential information with professionalism, integrity, and discretion.

Screen, organize, and prioritize incoming information to ensure the Managing Director is well‑prepared for meetings, decisions, and deadlines.

Operational & Administrative Support

Assist in coordinating cross‑functional projects, working closely with operations, FMCG, marketing, product, and R&D teams.

Prepare regular management reports, dashboards, and analytical summaries on business performance, sales, and operational metrics.

Conduct market research and trend analysis related to F&B, mall‑based retail, FMCG, and overseas markets to support strategic planning and decision‑making.

Support product development initiatives by coordinating with internal teams and external partners, including tracking timelines, costs, and deliverables.

Track, monitor, and follow up on key initiatives, business development activities, and departmental goals to ensure timely execution.

Support vendor management activities, including liaising on contracts, negotiations, and performance reviews.

Liaise with mall leasing departments, marketing partners, FMCG stakeholders, and R&D teams on tenancy matters, promotions, collaborations, and operational coordination.

Coordinate and manage mall tenancy renewals, including tracking lease terms, renewal timelines, and supporting negotiations.

Maintain systematic filing and organization of documents, records, contracts, and correspondence.

Overseas Expansion & Market Coordination

Act as a key coordinator for overseas expansion initiatives, working closely with internal teams and external partners.

Conduct overseas market analysis, feasibility studies, and market surveys to support expansion strategies.

Coordinate with R&D, operations, and product teams to align product offerings with overseas market requirements and regulations.

Monitor progress of overseas projects, track deliverables, and provide regular updates to management.

Communication & Coordination

Act as a gatekeeper and key liaison between the Managing Director, internal teams, and external stakeholders.

Attend meetings as required, prepare accurate minutes, and follow up on action items.

Draft professional correspondence and ensure timely and appropriate responses to inquiries.

Coordinate logistics and arrangements for executive meetings, board meetings, overseas meetings, and corporate or promotional events.

Work Requirements:

Qualifications

Bachelor’s degree in Business Administration, Marketing, Hospitality, or a related field is preferred.

Minimum 3 years of experience in executive or administrative support, preferably within the food and beverage or hospitality industry.

Excellent written and verbal communication skills.

Proficiency in English, Mandarin, and Bahasa Malaysia; proficiency in Mandarin is required to effectively communicate with Mandarin‑speaking clients and stakeholders.

Exceptional organizational skills with strong attention to detail.

Ability to manage multiple priorities, meet deadlines, and perform effectively under pressure.

Strong proficiency in Microsoft Office Suite and scheduling tools (e.g. Outlook, Excel, PowerPoint).

Good understanding of food and beverage industry operations is highly desirable.

Willingness to work in a fast‑paced environment.

The role involves working across multiple locations, including restaurants, malls, production sites, and overseas travel as required.

Flexibility to work extended hours or weekends when required by business needs.

Must possess own transportation and be willing to work in Taman Perindustrian Putra, Puchong (near Taman Mas).

Why Join Us:

Work closely with top management and gain exposure to F&B operations.

Dynamic role with both office and on‑site involvement.

Competitive salary and career growth opportunities.

Friendly, supportive team culture.

Unlock job insights

Salary match Number of applicants Skills match

Your application will include the following questions:

• Have you worked in a role where you were responsible for vendor management?
• How many years' experience do you have as an executive assistant?
• How would you rate your Mandarin language skills?
• Which of the following statements best describes your right to work in Malaysia?
• Which of the following Microsoft Office products are you experienced with?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• Do you possess or have access to your own transportation?

Hospitality & Tourism 101-1,000 employees

Our company holds a very reputable & strong brand in the F&B industry. Retaining that essential quality that defines NanYang cuisine, Oriental Kopi utilises traditional techniques to specially craft each and every one of its offerings, elevating its servings beyond comparison.

Perks and benefits Miscellaneous allowance Free Staff Meal, Incentive, Performance Bonus