Hybrid Executive Support & Team Coordination Lead

AS White Global; Kuala Lumpur; On-site; MYR 67,000 - 134,000; Full time

Benefits offered by this job

Great Place to Work certification

Company trips

LinkedIn Learning

Job summary

AS White Global is seeking an Executive Support & Team Coordinator to provide remote coordination and administrative support to the Australia-based Executive Assistant and the Specialist Group. You will own onboarding, scheduling and finance administration, coordinating across locations and time zones to keep the team organized and connected.

You will manage calendars, liaise with stakeholders, and ensure smooth travel and HR-related actions while maintaining data integrity and confidentiality.

Qualifications

• 3–5 years’ experience in executive support or team coordination.
• Experience coordinating diaries, calendars and meetings across multiple time zones.
• Strong proficiency in MS Office and SharePoint.
• Experience with Workday or a similar HR/finance system.
• Experience in onboarding and recruitment coordination is highly regarded.
• Excellent written and verbal English communication with stakeholder management.
• Exceptional attention to detail, organisation and prioritisation.
• Discretion and ability to work autonomously in a distributed team.

Responsibilities

• Manage end-to-end new starter onboarding, including onboarding checklists, system, SharePoint and Call Master access, as well as HR transfer and departure actions
• Maintain the recruitment tracker and coordinate interview scheduling based on team leader availability and open requisitions
• Own the master schedule for onboarding, training and meetings, ensuring sessions do not conflict, trainer attendance is confirmed and team schedules remain accurate
• Manage diaries, calendars and meeting coordination across multiple stakeholders and time zones, including scheduling recurring meetings, resolving conflicts and booking meeting and training rooms
• Coordinate team phone and out-of-office coverage using team schedules and approved leave information to ensure appropriate coverage and continuity
• Manage finance and procurement administration in Workday, including expense submission and reconciliation, supplier invoices, vendor set-up and purchase orders
• Coordinate business travel through the corporate travel provider, track travel costs where required, and manage related Uber for Business and GoGet administration
• Maintain the Specialised Insurance Group SharePoint page and supporting content, including raising and tracking Service Desk requests and assisting with Outlook, mailbox and SharePoint access issues
• Maintain team administration, including distribution lists and other operational requests, while building effective relationships with the Executive Assistant, team leaders and corporate support functions
• Handle confidential information with discretion, follow established processes, elevate issues appropriately and identify opportunities to improve and streamline administrative activities.

Skills

Diary coordination

MS Office proficiency

Workday experience

Onboarding coordination

Recruitment coordination

Finance administration

Travel arrangement

SharePoint access support

Calendar management

Tools

Workday

SharePoint

Outlook

Excel

Teams

Job description

AS White Global is seeking an Executive Support & Team Coordinator to provide remote coordination and administrative support to the Australia-based Executive Assistant and the Specialist Group. You will own onboarding, scheduling and finance administration, coordinating across locations and time zones to keep the team organized and connected.

You will manage calendars, liaise with stakeholders, and ensure smooth travel and HR-related actions while maintaining data integrity and confidentiality.