EXECUTIVE & OPERATIONS ASSISTANT TO DIRECTOR

Private Advertiser; Sabah; On-site; MYR 61,000 - 95,000; Full time

Job summary

Private Advertiser is seeking an Executive & Operations Assistant to the Director in Sabah. The role involves coordinating daily operations, following up management instructions, and ensuring important matters keep moving forward even when the Director is away.

You will support the Director by managing schedules, preparing notes and reports, liaising with clients and suppliers, and tracking deadlines with a professional and discreet approach.

Qualifications

• Diploma or Degree in Business Administration, Management, Office Administration, Operations Management or similar preferred.
• Experience as Executive/Personal Assistant or similar role encouraged to apply.
• Good written and verbal communication in Bahasa Malaysia and English; strong administrative skills.

Responsibilities

• Assist the Director in coordinating and following up daily operational and administrative matters.
• Follow up instructions, assignments and pending matters with staff and relevant departments.
• Monitor deadlines, outstanding tasks and work progress, and provide regular updates to the Director.
• Prepare meeting notes, correspondence, letters, reports and other documentation as required.
• Liaise with clients, suppliers, contractors and other external parties as instructed.

Skills

Proactive

Strong follow-up

Highly organised

Effective communicator

Education

Diploma or Degree in Business Administration/Management/Office Administration/Operations Management

Tools

Microsoft Word

Microsoft Excel

WhatsApp

Job description

EXECUTIVE & OPERATIONS ASSISTANT TO DIRECTOR

An established engineering company is looking for a responsible, proactive and highly organised Executive & Operations Assistant to Director.

This position will work closely with the Director in coordinating daily operations, following up management instructions and ensuring important matters continue to move forward even when the Director is away from the office.

KEY RESPONSIBILITIES

• Assist the Director in coordinating and following up daily operational and administrative matters.
• Follow up instructions, assignments and pending matters with staff and relevant departments.
• Monitor deadlines, outstanding tasks and work progress, and provide regular updates to the Director.
• Ensure instructions given by the Director are properly communicated, recorded and followed through until completion.
• Coordinate meetings, appointments, schedules and important reminders.
• Prepare meeting notes, correspondence, letters, reports and other documentation when required.
• Liaise with clients, suppliers, contractors and other external parties when instructed.
• Follow up quotations, purchase orders, deliveries, documentation and other business matters.
• Assist in coordinating office and project-related matters between management and employees.
• Identify overdue, delayed or unattended matters and proactively follow up with the responsible person.
• Maintain proper records of outstanding tasks, management decisions and required follow-up actions.
• Provide concise updates to the Director on urgent matters, pending decisions and issues requiring management attention.
• Assist the Director in monitoring whether instructions assigned to different departments have been properly executed.
• Escalate important issues to the Director when deadlines, operations or projects may be affected.
• Handle confidential company and management information with a high level of professionalism and discretion.
• Carry out other duties assigned by the Director from time to time.

WE ARE LOOKING FOR SOMEONE WHO IS

• Proactive and does not wait to be reminded repeatedly.
• Strong in follow-up and able to push matters towards completion.
• Highly organised and capable of handling multiple matters simultaneously.
• Able to prioritise between urgent, important and routine matters.
• Confident in communicating with employees, suppliers, clients, contractors and management.
• Responsible, trustworthy and able to maintain strict confidentiality.
• Able to work independently and make appropriate follow-ups when the Director is not in the office.
• Comfortable communicating with employees from different departments and levels.
• Able to take clear notes, understand instructions and convert them into actionable follow-up items.
• Comfortable using Microsoft Word, Excel, email, WhatsApp and other standard office applications.
• Able to prepare simple reports, summaries and management updates.
• Detail-oriented and able to identify matters that have been overlooked.
• Willing to learn and understand the company's engineering, project and operational activities.

QUALIFICATIONS & EXPERIENCE

• Diploma or Degree in Business Administration, Management, Office Administration, Operations Management or another relevant field is preferred.
• Candidates with experience as an Executive Assistant, Personal Assistant, Administrative Executive, Operations Coordinator, Management Assistant or similar position are encouraged to apply.
• Previous experience supporting senior management or a Company Director will be an added advantage.
• Experience in an engineering, construction, project-based or operational environment will be an added advantage.
• Good written and verbal communication skills in Bahasa Malaysia and English.
• Good computer and administrative skills.
• Able to work with minimum supervision.

IMPORTANT — PLEASE READ BEFORE APPLYING

This position is NOT limited to secretarial, receptionist or general clerical duties.

The successful candidate will work closely with the Director and is expected to actively:

The person appointed must be capable of ensuring that management instructions and outstanding matters do not stop simply because the Director is away from the office.

We are looking for someone who takes ownership of follow-up, understands priorities and is comfortable reminding and following up with responsible employees until matters are completed.