Office Admin Executive

CAE; Kuala Lumpur; On-site; MYR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a skilled Executive Assistant to provide direct support to leadership and manage office operations. This role involves preparing reports, coordinating events, and ensuring smooth administrative processes. The ideal candidate will have a strong background in executive support, exceptional communication skills, and proficiency in office management tools. Join a dynamic team that values professionalism and innovation while contributing to impactful projects in a collaborative environment. This is a fantastic opportunity for someone looking to enhance their career in a supportive and engaging workplace.

Qualifications

• 5+ years of executive administrative experience required.
• Proficiency in Microsoft Office Suite is essential.
• Strong attention to detail and organization skills needed.

Responsibilities

• Provide administrative support to the Director and Regional Leaders.
• Manage office operations and liaise with vendors and service providers.
• Prepare reports and coordinate company events.

Skills

Verbal and written communication skills

Attention to detail

Organization skills

Multi-tasking abilities

Negotiation skills

Customer service skills

Education

Bachelor’s Degree or equivalent experience

Tools

Microsoft Office Suite

Ariba

Oracle

Job description

About This Role

Provide direct secretarial and administrative support to the Director and Regional Leaders, including:

• Preparing Concur Expense Reports for Regional Leaders
• Checking and approving expense reports according to Corporate Policies and Procedures
• Arranging travel (flights, hotels, etc.)
• Participating in special department projects as needed

Office Management

• Liaising with landlords, vendors, and service providers
• Negotiating purchases of office supplies, furniture, and equipment in accordance with company policies and budgets
• Managing the purchasing process on Ariba & Oracle, including vendor registration and raising PR/PO
• Checking and approving invoices
• Serving as the Corporate AMEX administrator, maintaining the list of cardholders, and liaising with the AMEX team
• Managing office access and building lift cards
• Supervising maintenance of office equipment (printers, copiers, fax machines)
• Overseeing daily facilities operations
• Handling issues proactively and researching problems for resolution
• Liaising with IT for office requests
• Coordinating company and HR events, including arrangements for lunches and refreshments
• Preparing visa letters for the team
• Organizing Regional STAR Awards, including PowerPoint presentations, certificates, and trophies
• Ordering certificates and pins for events
• Ensuring company email groups are up to date
• Performing other ad-hoc duties as required

Reporting

• Monthly and quarterly global H&S metrics reporting
• Quarterly environmental metrics reporting
• Participating in the regional newsletter team
• Sharing regional event details with CAE express

Requirements

• At least five years of executive administrative experience and three years of office management experience
• Excellent verbal and written communication skills, including proofreading and editing
• Strong attention to detail, organization, and multi-tasking abilities
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Ability to work independently with minimal supervision and handle complex projects
• Adaptability and ability to work under pressure with limited information
• Good planning and organizational skills
• High confidentiality, professionalism, and interpersonal skills
• Dependability and punctuality
• Excellent customer service and communication skills
• Knowledge of audio-visual equipment
• Effective negotiation skills
• Professional appearance and manner

Education

• Bachelor’s Degree or equivalent experience

Location

• Bangsar office

#LI-SA2

Position Type: Regular

CAE appreciates all applicants. Only those matching the role's requirements will be contacted.

Equal Opportunity Employer

CAE is committed to equal employment opportunities irrespective of race, nationality, religion, sex, gender identity, sexual orientation, disability, veteran status, age, or other protected characteristics. We encourage all qualified individuals to apply, including those needing reasonable accommodations. For assistance, contact [e-mail].