Office Executive

Provident Fiduciaries Berhad; Kuala Lumpur; On-site; MYR 45,000 - 89,000; Full time

Job summary

Provident Fiduciaries Berhad in Malaysia is seeking an Office Executive/ Manager to oversee day-to-day operations and admin functions. The role focuses on efficient office administration, executive support to senior management, and coordination with service providers.

The candidate should have a Bachelor's or Diploma in business/IT and 2–5 years experience for an Office Exec or 5+ for an Office Manager, with strong English and Bahasa Melayu communication skills.

Qualifications

• Bachelor's Degree or Diploma in Business Administration, Management, Corporate Administration, Information Technology, or related discipline.
• 2–5 years of relevant experience for an Office Executive or 5+ years for an Office Manager.
• Strong English and Bahasa Melayu communication; Mandarin is a plus.
• Proficient in Microsoft Office and basic IT support.
• Ability to manage multiple priorities with discretion and professionalism.

Responsibilities

• Manage day-to-day office operations in a professional environment.
• Provide executive and secretarial support to senior management, including scheduling and meetings.
• Coordinate facilities, procurement, records, and vendor management.
• Support IT and cybersecurity practices, and liaise with external IT vendors.
• Assist HR admin tasks and onboarding processes.

Skills

Office administration

Communication skills

Multitasking

Time management

Education

Bachelor's/Diploma in Business Administration or IT

Tools

Microsoft 365

Job description

Provident Fiduciaries Berhad (Provident) is a Malaysian company certified to provide fiduciary services pursuant to the Trust Companies Act 1949. It is a member of the Bin Zayed International Group of Companies, a leading global conglomerate with diverse business interests worldwide owned by the members of the United Arab Emirates (UAE) Royal Family. We provide wealth structuring and legacy planning services, with a focus on the preservation, protection, and orderly transfer of assets across generations.

Provident Fiduciaries Berhad is looking for a capable, meticulous, and highly trusted Office Executive/ Manager to oversee the company's day-to-day office operations and administrative functions. This role is responsible for ensuring the efficient management of office administration, providing executive support to senior management, coordinating corporate support services, maintaining accurate records, and supporting basic IT and operational requirements. The successful candidate will work closely with internal teams and external service providers to ensure smooth business operations, uphold internal policies and procedures, and contribute to a professional, efficient, and well-organised working environment. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities with professionalism, discretion, and a strong commitment to operational excellence within a wealth management and fiduciary services environment.

JOB SUMMARY :

Key Responsibilities

Manage the day-to-day office operations to ensure an efficient, organised, and professional working environment.

Oversee office facilities, equipment, procurement, maintenance, stationery, supplies, and vendor/service provider management.

Maintain company records, filing systems, policies, and confidential documents in accordance with internal procedures.

Prepare reports, presentations, correspondence, meeting materials, and other administrative documentation.

Provide executive and secretarial support to the Managing Director and Senior Management, including calendar management, travel arrangements, meeting coordination, agenda preparation, minute-taking, and follow-up on action items.

Organise company meetings, events, and staff activities, while managing general enquiries and correspondence.

Support the administration of wealth management, trust, fiduciary, and corporate services, as well as employee onboarding and general HR administrative functions.

Provide first-level IT support for office hardware, software, Microsoft 365 applications, user accounts, printers, shared folders, and routine technical issues, escalating complex matters to external IT service providers when required.

Coordinate with external IT vendors on hardware maintenance, software updates, system upgrades, backups, and troubleshooting, while maintaining IT asset inventories and software licences.

Support the implementation of IT policies, cybersecurity best practices, user access controls, and data confidentiality requirements.

Perform other administrative and operational duties as assigned by Management.

JOB REQUIREMENTS

Bachelor's Degree or Diploma in Business Administration, Management, Corporate Administration, Information Technology, or a related discipline.

Minimum 2–5 years of relevant experience for an Office Executive or 5 years or more for an Office Manager role, preferably in a corporate services, or business operations.

Good understanding of office administration and business operations.

Strong communication skills in English and Bahasa Melayu. Proficiency in Mandarin would be an added advantage.

Basic knowledge of IT support, Microsoft 365, Windows operating systems, email administration, file sharing, printers, and common office hardware.

Strong organisational, planning, and multitasking skills.

Excellent written skills in English and Bahasa Melayu.

Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and collaboration tools.