Executive Support Administrator

SalesWorks; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A dynamic support organization in Kuala Lumpur is seeking an Assistant to provide crucial administrative, logistical, and coordination support for the Executive Office. You will assist the Senior Executive Assistant in managing meeting schedules, prepare documentation, support travel arrangements, and maintain operational efficiency. The ideal candidate is detail-oriented and capable of working in a fast-paced environment, ensuring that all tasks are organized and completed accurately.

Qualifications

• Ability to manage multiple priorities in a fast-paced environment.
• Experience in administrative support roles is preferred.
• Strong communication skills for coordination across departments.

Responsibilities

• Provide administrative and logistical support for the Executive Office.
• Coordinate meeting schedules and documentation preparation.
• Manage finance administration tasks including invoice processing.

Skills

Detail-oriented

Proactive

Discreet

Multi-tasking

Job description

The Assistant’s key support role is to provide administrative, logistical, and coordination support to ensure the smooth functioning of the Executive Office. This role supports the Senior Executive Assistant in managing meeting schedules and logistics, communication flow, documentation, and day-to-day operational tasks. This role requires a detail-oriented, proactive, and discreet individual capable of working across multiple functions and handling multiple priorities in a fast-paced environment.

1. Administrative Support

Support and manage administrative follow-up, documentation compilation, and coordination across departments and markets.

Support travel arrangements, local event logistics, and ad hoc office coordination.

Assist in preparing summaries, trackers, reports, simple data analyses, maintain documents, and presentation materials.

Support the executive team by coordinating and submitting all claims accurately and within the required timelines. This includes ensuring all necessary documentation is provided, resolving any discrepancies, and following up to confirm claims are processed smoothly.

Manage staff leave in accordance with the established SOPs, including reviewing requests, ensuring appropriate coverage, approving or escalating as needed, and maintaining accurate records. Ensure all leave processes are compliant, timely, and transparent for both leadership and team members.

2. Meeting and Event Coordination

Support the Senior Executive Assistant with calendar scheduling and meetings coordination, including venue/room booking, refreshments, equipment, and virtual meeting setups.

Support company events, executive engagements, and internal activities coordinated by the Senior Executive Assistant.

3. Finance Administration Support

• Manage the finance admin inbox to ensure timely processing of invoices and payment requests.
• Assist with the weekly creditor listing preparation and follow-up.
• Ensure timely monthly corporate credit card reconciliation, including tracking, verification, and follow-up on outstanding items.
• Liaise between departments, regional or group stakeholders, external partners, and vendors.
• Manage the general information email inbox, including screening, routing, and ensuring all enquiries are reviewed, addressed, or escalated promptly.
• Ensure the team consistently update their priorities, scorecards, and other required tracking tools. Maintain clarity and alignment across the team by monitoring completion, following up on missing information, and reinforcing deadlines where necessary.
• Support the regular updating and maintenance of Group websites to ensure content accuracy and consistency.

5. Operational & Ad Hoc Support

• Manage special assignments or projects, executive initiatives including cross-functional research, reporting, and communication, and other tasks assigned by the Senior Executive Assistant or the Management team.