EXECUTIVE - OPERATIONS ASSISTANT TO DIRECTOR

Ricebowl; West Coast Division; On-site; MYR 45,000 - 89,000; Full time

Job summary

Ricebowl is seeking an Executive & Operations Assistant to Director who will closely support daily operations, coordinate activities, and ensure critical tasks move forward even in the Director's absence.

The role requires proactive communication, meticulous record-keeping, and the ability to manage multiple priorities across departments in a dynamic engineering environment.

Qualifications

• Degree or diploma in business-related field preferred.
• Experience as EA/PA or operations support is preferred.
• Proficient in Bahasa Malaysia and English both written and spoken.
• Ability to work with minimal supervision.
• Experience in an engineering/construction/project environment is a plus.

Responsibilities

• Coordinate and follow up daily operational and administrative matters.
• Follow up instructions, assignments and pending matters with staff and departments.
• Monitor deadlines and provide regular updates to the Director.
• Ensure communications are recorded and followed through to completion.
• Coordinate meetings, schedules and reminders; prepare notes and reports.
• Liaise with clients, suppliers, contractors and external parties as instructed.
• Follow up quotations, orders, deliveries, and related documentation.
• Support office and project-related coordination between management and staff.
• Identify overdue or pending matters and drive responsible follow-ups.
• Maintain records of outstanding tasks and management decisions.

Skills

Proactive

Follow-up

Organised

Prioritisation

Communication

Confidentiality

Independent worker

Note-taking

Administrative coordination

Multitasking

Education

Diploma or Degree in Business Administration

Experience as EA/PA or in operations support

Engineering/ project environment background encouraged

Bahasa Malaysia and English proficiency

Tools

Microsoft Word

Microsoft Excel

Email/Outlook

WhatsApp

Office applications

Job description

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EXECUTIVE - OPERATIONS ASSISTANT TO DIRECTOR

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:

• MONITOR
• FOLLOW UP
• RECORD
• REPORT
• ESCALATE

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.

APPLICATION SCREENING

To assist with the selection process, candidates should ensure their job portal profile or resume clearly states:

• Previous positions and relevant working experience.
• Experience supporting a Director, senior management or department head.
• Experience coordinating and following up work involving multiple departments or employees.
• Industries previously worked in.
• Current and expected salary.
• Notice period / earliest availability.

Applications will be accepted through this job portal only.

Only shortlisted candidates will be contacted.

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