Executive, Operation Admin

Malaysia Aviation Group; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading airline company in Kuala Lumpur is seeking an Executive for Operation Admin to provide high-level administrative support. Responsibilities include managing schedules, coordinating meetings, and overseeing travel arrangements. Ideal candidates should possess a Bachelor's in Business Administration, 3–5 years of relevant experience, and strong skills in Microsoft Office. Competitive compensation offered.

Qualifications

• 3–5 years of relevant experience with at least 1–2 years in admin tasks.
• Experience in the airline industry is an added advantage.
• Preferably experience in Business Administration/Office Administration/Project Management.

Responsibilities

• Manage the Head of Channel Efficiency’s daily schedule.
• Track divisional budgets and expenditures.
• Oversee complex travel arrangements for the department.
• Coordinate cross-functional teams for project support.
• Ensure compliance with internal policies and regulations.

Skills

Detail-oriented

Excellent verbal and written communication

Time-management

Microsoft Office Suite

Education

Bachelor’s degree in Business Administration or related field

Tools

SAP

DocuSign

Job description

Position Title

Executive, Operation Admin

Reporting To

Head, Strategic Channel Efficiency, Performance and Growth

Role Purpose

Provide high-level executive, operational, and administrative support to the Head of Channel Efficiency and the department. This role ensures seamless coordination across travel, finance, reporting, stakeholder engagement, and project execution while maintaining strict confidentiality and professional excellence.

Key Accountability

Executive & Office Operations

• Manage the Head of Channel Efficiency’s daily schedule, prioritizing based on urgency, importance, and strategic relevance.
• Coordinate internal and external meetings, events, and engagements across the Commercial Division.
• Prepare briefing notes, draft reports, letters, and executive‑ready presentations as required.
• Track and follow through on key business initiatives, ensuring timely execution and alignment.
• Maintain oversight of short‑and long‑term commitments, flagging conflicts and risks proactively.

Administrative & Financial Governance

• Manage administrative and financial tasks for the Channel Efficiency department, including PR/PO processing in SAP.
• Track divisional budgets and expenditures, ensuring alignment with Finance, Legal, and Procurement.
• Consolidate and review management reports prior to approval, ensuring completeness and accuracy.
• Support contract and document workflows using tools like DocuSign, maintaining secure and organized records.

Travel, Onboarding & L&D

• Oversee complex travel arrangements and post‑travel budget reconciliation for the Channel Efficiency department.
• Manage onboarding for new hires, ensuring IT access, tools, and processes are in place from day one.
• Coordinate Learning & Development activities, including training logistics and completion tracking.

IT & Systems Coordination

• Act as liaison between Channel Efficiency department and IT for all tech‑related issues, upgrades, and troubleshooting.
• Escalate and resolve system disruptions to minimize operational downtime.

Cross‑Functional & Project Support

• Coordinate cross‑functional teams to support project deliverables, timelines, and stakeholder alignment.
• Assist in executing strategic initiatives, including innovation workshops, NDC seminars, and agency/partner engagements.
• Participate in special projects, consolidating meeting minutes, action items, and post‑visit follow‑ups.

Confidentiality & Compliance

• Handle all sensitive information with discretion and professionalism.
• Ensure compliance with internal policies, procurement standards, and regulatory requirements.

Qualification & Working Experience

• Bachelor’s degree in Business Administration or a related field.
• 3–5 years of relevant experience, including a minimum of 1–2 years in admin tasks (within or outside the airline industry).
• Experience within the airline industry is an added advantage.
• Preferably experience in the related field of Business Administration/ Office Administration/Project Management.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).

Personality Traits

• Ability to exhibit sound judgment with the ability to prioritize and make decisions.
• Ability to interact collaboratively and with professionalism with different levels of stakeholders.
• Detail‑oriented with excellent verbal and written communication skills.
• Excellent organization and time‑management skills.