Executive Office Administrator

Boeing Composites Malaysia; Bukit Kayu Hitam; On-site; MYR 70,000 - 100,000; Full time

Job summary

Boeing Composites Malaysia is seeking a highly skilled executive administrator to provide high-level support to the Managing Director and the MD Office, ensuring smooth operation within a fast-paced corporate environment.

You will manage calendars, coordinate meetings, travel, budgets, and correspondence, while maintaining discretion across internal and external stakeholders. The role requires at least five years of senior administrative experience and excellent communication.

Qualifications

• Bachelor's degree in Office Management or related field or equivalent qualification.
• Minimum of 5 years' experience providing administrative support to senior management.
• Strong knowledge of office management systems, procedures, and best practices.
• Exceptional attention to detail and strong organizational skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with stakeholders at all levels.
• Ability to exercise discretion, confidentiality, and work under pressure.

Responsibilities

• Provide high-level, personalized administrative and office management support to the Managing Director.
• Efficiently manage the MD's calendar and deadlines with stakeholders.
• Coordinate visitor meetings and logistics including rooms and refreshments.
• Prepare agendas and record minutes for Leadership Meetings.
• Oversee company drivers and transportation for MD and expatriate Directors.
• Manage travel logistics, expenses, and reports for MD and Directors.
• Support MD Office department budget management.
• Monitor MD Office initiatives and track project progress.
• Draft professional correspondence on behalf of the MD Office.
• Manage incoming calls, mail, and correspondence with professionalism.

Skills

Calendar management

Executive support

Budget coordination

Travel coordination

Stakeholder communication

Education

Bachelor's degree in Office Management or related field

Tools

MS Office

Office management software

Job description

We are seeking a highly skilled, discreet, and proactive professional to provide executive-level administrative and office management support to the Managing Director and the MD's Office. The ideal candidate will demonstrate exceptional organizational ability, sound judgment, and the capacity to manage multiple priorities in a fast-paced corporate environment.

Key responsibilities

Provide high-level, personalized administrative and office management support to the Managing Director

Efficiently manage the Managing Director's calendar, including scheduling meetings, deadlines, and key deliverables with internal and external stakeholders

Coordinate visitor meetings by arranging meeting rooms, refreshments, reception support, and all related logistics

Prepare agendas and accurately record minutes for Leadership Meetings

Oversee the company drivers and coordinate transportation arrangements for the Managing Director and expatriate Directors

Manage travel logistics, expense claims, and reports for the Managing Director and other Directors

Support the management of the MD Office department budget

Coordinate and monitor core initiatives of the MD's Office, ensuring timely tracking and completion of assigned projects

Draft professional correspondence, including emails, letters, reports, and other communications on behalf of the MD Office

Manage incoming calls, mail, and other correspondence with professionalism and efficiency

About you

Bachelor's degree in Office Management or a related field, or equivalent qualification

Minimum of 5 years' experience providing administrative support to senior management

Strong knowledge of office management systems, procedures, and best practices

Exceptional attention to detail and strong organizational skills

Excellent written and verbal communication skills

Strong interpersonal skills and the ability to interact confidently with stakeholders at all levels

Ability to exercise discretion, maintain confidentiality, and work under pressure

Demonstrated ability to manage competing priorities with efficiency and professionalism