Executive Assistant to the Director

Alam Aliran Kualiti (M) Sdn.Bhd; Seberang Perai; On-site; MYR 67,000 - 112,000; Full time

Job summary

Alam Aliran Kualiti (M) Sdn.Bhd. seeks a senior coordinator to support the Director with calendar management, travel, and communications, and to coordinate cross-functional operations across production, finance, HR, and QA. The role also covers project oversight, compliance, and strategic execution.

You will prepare meetings, reports, and proposals, supervise confidential information, and ensure timely action on directives, with a focus on efficiency and integrity.

Qualifications

Responsibilities

• Manage the Director's daily calendar, appointments, meetings, and travel arrangements.
• Organize business itineraries, accommodation, transportation, and visa requirements when necessary.
• Prepare meeting agendas, minutes of meetings (MOM), executive reports, presentations, and business correspondence.
• Screen and prioritize emails, phone calls, and incoming communications.
• Handle confidential and sensitive company information with the highest level of integrity.
• Follow up on all action items assigned by the Director and ensure timely completion.
• Coordinate communication between Production, Operations, Sales & Marketing, Finance, Human Resources, Procurement, Logistics, Maintenance, and other departments.
• Monitor departmental KPIs and prepare executive dashboard reports.
• Track outstanding action items and report progress to the Director.
• Ensure timely execution of management decisions.
• Coordinate cross-functional meetings and follow up on agreed actions.
• Collect daily, weekly, and monthly production reports.
• Monitor operational performance, production output, downtime, productivity, and quality indicators.
• Coordinate meetings with Plant Managers and Department Heads.
• Assist in identifying operational improvement opportunities.
• Support implementation of Continuous Improvement (CI) initiatives.
• Monitor sales performance and monthly sales targets.
• Coordinate customer appointments and business meetings.
• Assist in preparing quotations, proposals, company profiles, and presentations.
• Monitor customer follow-ups and project progress.
• Maintain records of key customers, tenders, and ongoing business opportunities.
• Review purchase requisitions, expense claims, and payment requests before Director's approval.
• Coordinate financial documentation and approval workflows.
• Assist in budget monitoring and expenditure tracking.
• Support internal and external audits.
• Ensure proper document control and filing systems.
• Coordinate recruitment activities for local and international employees.
• Assist with onboarding, orientation, and employee induction.
• Monitor attendance, leave applications, training schedules, and performance appraisal timelines.
• Maintain confidential employee records.
• Coordinate staff welfare and engagement activities.
• Coordinate company expansion projects, new plant development, and capital expenditure projects.
• Monitor project timelines, budgets, deliverables, and milestones.
• Liaise with consultants, contractors, suppliers, and government authorities.
• Prepare project status reports for Management.
• Ensure project documentation is properly maintained.
• Maintain company licenses, statutory documents, permits, agreements, and corporate records.
• Coordinate submissions to government authorities and regulatory agencies.
• Ensure documentation complies with Malaysian legal requirements and company policies.
• Support ISO documentation, audits, and continuous improvement initiatives.
• Conduct business research and market analysis as requested by the Director.
• Prepare executive summaries and management reports.
• Assist in strategic planning, business development, and investment evaluations.
• Monitor implementation of company objectives and corporate initiatives.
• Represent the Director during meetings when assigned.

Job description

Manage the Director's daily calendar, appointments, meetings, and travel arrangements.

Organize business itineraries, accommodation, transportation, and visa requirements when necessary.

Prepare meeting agendas, minutes of meetings (MOM), executive reports, presentations, and business correspondence.

Screen and prioritize emails, phone calls, and incoming communications.

Handle confidential and sensitive company information with the highest level of integrity.

Follow up on all action items assigned by the Director and ensure timely completion.

2. Business Coordination

Coordinate communication between Production, Operations, Sales & Marketing, Finance, Human Resources, Procurement, Logistics, Maintenance, and other departments.

Monitor departmental KPIs and prepare executive dashboard reports.

Track outstanding action items and report progress to the Director.

Ensure timely execution of management decisions.

Coordinate cross-functional meetings and follow up on agreed actions.

3. Operations & Production Support

Collect daily, weekly, and monthly production reports.

Monitor operational performance, production output, downtime, productivity, and quality indicators.

Coordinate meetings with Plant Managers and Department Heads.

Assist in identifying operational improvement opportunities.

Support implementation of Continuous Improvement (CI) initiatives.

Monitor sales performance and monthly sales targets.

Coordinate customer appointments and business meetings.

Assist in preparing quotations, proposals, company profiles, and presentations.

Monitor customer follow-ups and project progress.

Maintain records of key customers, tenders, and ongoing business opportunities.

5. Finance & Administration Support

Review purchase requisitions, expense claims, and payment requests before Director's approval.

Coordinate financial documentation and approval workflows.

Assist in budget monitoring and expenditure tracking.

Support internal and external audits.

Ensure proper document control and filing systems.

6. Human Resources Coordination

Coordinate recruitment activities for local and international employees.

Assist with onboarding, orientation, and employee induction.

Monitor attendance, leave applications, training schedules, and performance appraisal timelines.

Maintain confidential employee records.

Coordinate staff welfare and engagement activities.

7. Project Management

Coordinate company expansion projects, new plant development, and capital expenditure projects.

Monitor project timelines, budgets, deliverables, and milestones.

Liaise with consultants, contractors, suppliers, and government authorities.

Prepare project status reports for Management.

Ensure project documentation is properly maintained.

8. Compliance & Corporate Documentation

Maintain company licenses, statutory documents, permits, agreements, and corporate records.

Coordinate submissions to government authorities and regulatory agencies.

Ensure documentation complies with Malaysian legal requirements and company policies.

Support ISO documentation, audits, and continuous improvement initiatives.

9. Strategic & Executive Support

Conduct business research and market analysis as requested by the Director.

Prepare executive summaries and management reports.

Assist in strategic planning, business development, and investment evaluations.

Monitor implementation of company objectives and corporate initiatives.

Represent the Director during meetings when assigned.