Leadership Team Coordinator

Mars; Petaling Jaya; On-site; MYR 60,000 - 90,000; Full time

Job summary

Mars Asia seeks an experienced Executive Assistant to provide high-level support to senior leaders through meticulous administration, calendar management, travel coordination, and governance-compliant expense processing. This role requires exceptional attention to detail and the ability to collaborate with senior leaders and peers.

Based in Malaysia, you will manage complex schedules, finalize meetings and events, coordinate complex travel itineraries and visas, support senior visitors, and

Qualifications

• 5+ years of Administrative Assistant experience supporting Senior Management.
• Bachelor’s degree or advanced degree preferred.
• Familiarity with Mars culture, principles, philosophies and traditions.

Responsibilities

• Executive Support: Provide first-class administration and support service for Asia Senior Leaders; manage expense forms and governance; calendar management; finalize and block meetings & events.
• Travel Coordination: Plan and execute complex travel itineraries including transportation and lodging; arrange visas; potential off-site meetings.
• Team Management: Plan events and coordinate hotels, transport, venues, catering, and agendas as required.
• Senior Visitors: Support senior visits with admin logistics, meeting bookings, and catering; coordinate virtual connections and tech testing.
• Project admin support: Provide assistance as needed.
• Events Support: Support associate engagement and wellbeing events with P&O and Office Services.

Skills

Executive support

Calendar management

Travel coordination

Event coordination

Administrative support

Education

Bachelor's degree

Tools

MS Office

Travel booking tools

Job description

The purpose of this role is to provide the highest level of effective and efficient support for Senior Leaders in Asia through communications, meetings, and travel arrangements. This Associate must have a high level of attention to detail, excellent organizational skills, and the ability to effectively collaborate with senior leaders and peers.

Supporting

• R&D Director
• Supply Director
• Legal Director
• Growth Director
• Commercial Director

and will need to support Other Senior Leaders as needed

Key Responsibilities

• Executive Support: Provide first-class administration and support service for Asia Senior Leaders. Prepare all Corporate and Cash Expense Claim Forms and submit for approval by ensuring timely and proper governance in submissions. Calendar Management for all the clients. Finalize and block meetings & events annually.
• Travel Coordination: Plan & execute complex, detailed travel itineraries including all transportation, lodging; obtaining all necessary travel documents including Visa applications. May be required to travel to off-site meeting to assist with meeting coordination.
• Team Management: Plan events if & as required including contracting hotels, ground transportation, meeting facilities, caterers, restaurants, agenda setting etc.
• Senior Visitors: Responsible for senior visits including admin support and assistance with logistical arrangements. Coordinate with relevant parties on meeting bookings, agenda consolidation, virtual connections, technology testing and catering.
• Project admin support: As & when needed.
• Events Support: Event support for associate engagement - associate wellbeing events in collaboration with P&O and Office Services team.

Job Requirements

Education/Experience:

• 5+ years of Administrative Assistant experience supporting Senior Management
• Bachelor’s degree or advanced degree
• Business college courses or degree preferred
• Familiarity with Mars culture, principles, philosophies and traditions