Executive Support & Office Administrator (6-Month Contract)

Kenanga Investment Bank; Kuala Lumpur; On-site; MYR 45,000 - 78,000; Part time

Job summary

Kenanga Investment Bank is seeking an Executive Support & Office Administrator on a 6-month contract to provide high-level administrative support to senior management and cross-functional teams in a fast-paced financial services environment.

The role covers calendar and meeting coordination, travel arrangements, reporting, documentation, and facilities management, with an emphasis on confidentiality and efficient project coordination.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies or related disciplines.
• Minimum 5 years of experience in Executive Assistant, Personal Assistant, Executive Support or Administrative roles.
• Able to handle confidential information with professionalism and discretion.
• Experience supporting senior management is an advantage.
• Immediate availability or short notice period preferred.

Responsibilities

• Manage calendars, appointments and meeting schedules for senior management.
• Coordinate internal and external meetings, including preparation of meeting materials and follow-up actions.
• Arrange business travel, accommodation and related logistics.
• Assist in preparing reports, presentations, correspondence and business documentation.
• Maintain confidentiality when handling sensitive business information.
• Provide administrative support to business units and management team.
• Coordinate office facilities, supplies and administrative requirements.
• Liaise with vendors, service providers and external stakeholders as required.
• Act as a coordination point between internal stakeholders and external parties.
• Assist in preparing communications, memos and announcements.
• Support management on special projects and assignments.

Skills

Calendar management

Executive support

Communication

Confidentiality

Education

Diploma or Bachelor's Degree in Business Administration/Management/Secretarial Studies

Job description

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Executive Support & Office Administrator (6-Month Contract)

We are seeking a highly organized and proactive professional to provide executive support and administrative coordination for a fast-paced financial services business. The incumbent will work closely with senior management and cross-functional teams to ensure smooth day-to-day operations, effective communication, and efficient coordination of meetings, events, and business activities.

This is a 6-month contract position with immediate commencement.

Key Responsibilities

Executive & Business Support

Manage calendars, appointments and meeting schedules for senior management.

Coordinate internal and external meetings, including preparation of meeting materials and follow-up actions.

Arrange business travel, accommodation and related logistics.

Assist in preparing reports, presentations, correspondence and business documentation.

Maintain confidentiality when handling sensitive business information.

Office Administration

Provide administrative support to business units and management team.

Maintain proper filing and record management systems.

Coordinate office facilities, supplies and administrative requirements.

Assist in processing invoices, claims and administrative documentation.

Liaise with vendors, service providers and external stakeholders as required.

Communication & Coordination

Act as a coordination point between internal stakeholders and external parties.

Support company initiatives, events and business engagements.

Ensure timely follow-up on tasks, requests and action items.

Assist in preparing communications, memos and announcements.

Projects & Ad-hoc Support

Support management on special projects and assignments.

Assist in coordinating corporate events, meetings and business activities.

Perform other administrative and coordination duties as assigned.

Job Requirements

Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies or related disciplines.

Minimum 5 years of experience in Executive Assistant, Personal Assistant, Executive Support or Administrative roles.

Able to handle confidential information with professionalism and discretion.

Experience supporting senior management is an advantage.

Immediate availability or short notice period preferred.