Regional Executive Support Admin

Agensi Pekerjaan Pride Professional Sdn Bhd; Kuala Lumpur; On-site; MYR 78,000 - 100,000; Full time

Job summary

PridePRO is partnering with a Singapore-headquartered regional technology solutions provider to recruit an Executive Admin Support for their Kuala Lumpur office. You will provide executive and administrative support to senior leaders and coordinate day-to-day operations across Singapore, Malaysia, and Greater China.

In this role you will manage calendars, travel, meetings, and cross-border coordination while leveraging AI productivity tools such as Claude, ChatGPT, and Microsoft Copilot to

Qualifications

• 3+ years in executive support or regional office administration.
• Fluent in English; Mandarin a plus for Greater China collaboration.
• Proficient with Google Workspace, Microsoft 365 or Lark.

Responsibilities

• Provide executive support to senior leaders and manage calendars, meetings and travel across Singapore, Malaysia and Greater China.
• KL office operations management including facilities, vendors and HR admin assistance.
• Coordinate cross-border meetings, logistics and regional activities with multiple offices.
• Leverage AI tools to automate tasks and improve workflows across the region.

Skills

Executive support

Regional coordination

Cross-border collaboration

Tools

Google Workspace

Microsoft 365

Lark

Claude

ChatGPT

Microsoft Copilot

Job description

PridePRO is a Regional Executive Recruitment Company headquartered in Malaysia, specializing in talent acquisition across Southeast Asia, including Thailand, Indonesia, and Singapore.

Our client is a Singapore-headquartered regional technology solutions provider operating and providing solutions across APAC, specializing in cloud infrastructure, AI deployment, and enterprise IT solutions. They empower organizations to digitalize workflows, implement AI-driven capabilities, and enhance operational efficiency through modern cloud technologies. As part of their continued regional growth, the company is actively expanding its presence in Malaysia.

They are seeking an Executive Support Admin to join their team in KL and provide executive support, office management, and regional coordination across Singapore, Malaysia, and Greater China.

Why Join Our Client?

• Work closely with senior leadership across Singapore, Malaysia, and Greater China.
• Gain regional exposure by coordinating with teams and offices across multiple countries.
• Play an important role in supporting leadership and ensuring smooth day-to-day office operations.
• Work in a fast-paced environment where you will have opportunities to improve processes and introduce more efficient ways of working.
• Gain hands‑on experience using AI and productivity tools to streamline administrative and operational tasks.
• Supportive environment that encourages initiative, continuous learning, and professional growth.

Job Overview

As an Executive Admin Support, you will be responsible for providing executive and administrative support to senior leadership while managing the day‑to‑day operations of the Kuala Lumpur office.

Working closely with leadership, regional teams, and external partners, you will help coordinate meetings, travel, office operations, employee administration, and cross‑border activities across Singapore, Malaysia, and Greater China.

You will also be encouraged to leverage AI and productivity tools such as Claude, ChatGPT, and Microsoft Copilot to improve administrative workflows, automate repetitive tasks, and make day‑to‑day operations more efficient.

This position is well‑suited for individuals who are highly organised, proactive, dependable, and comfortable working with senior stakeholders and regional teams. It is also a good opportunity for someone who is interested in developing a career in executive support, regional operations, and AI‑enabled workplace productivity.

Key Responsibilities:

Executive support

• Manage calendars, meetings, appointments, and travel arrangements for senior leaders across Singapore, Malaysia, and Greater China.
• Prepare meeting minutes, correspondence, reports, presentations, and other materials required by leadership.
• Handle confidential information and documents with a high level of discretion and professionalism.
• Track action items from leadership meetings and follow them through to completion.
• Provide day‑to‑day administrative support to ensure leadership activities run smoothly and efficiently.

KL Office Management

• Manage day‑to‑day office operations, including facilities, office supplies, vendors, and invoice processing.
• Support HR administration, including employee onboarding arrangements and documentation.
• Maintain proper records, filing systems, and administrative documentation.
• Coordinate expense claims and travel logistics for management and regional team members.
• Liaise with building management, vendors, and service providers to ensure smooth office operations.

Regional Coordination

• Act as the administrative point of contact for Greater China IT offices, tracking requests and following up until they are closed.
• Coordinate cross‑border meetings, conference calls, and regional activities across Singapore, Malaysia, Taiwan, Hong Kong, and China.
• Liaise with internal teams, external vendors, and service providers across different offices and time zones.Support regional administrative activities and ensure important requests and follow-ups do not fall through the cracks.

Working with Tools

• Use AI tools such as Claude, including Claude Cowork, ChatGPT, and Microsoft Copilot to draft documents, summarise meetings, prepare reports, organise information, and automate repetitive administrative work.
• Continuously look for ways to simplify and streamline administrative processes through technology and automation.
• Identify useful tools and workflows that can improve team productivity and share successful approaches with the wider team.

What We're Looking For:

• 3+ years of experience in executive support, office administration, or a similar role, ideally in a regional or multinational environment.
• Fluent in English, with Mandarin speaking as an advantage to work closely with Greater China colleagues.
• Comfortable using productivity and collaboration platforms such as Google Workspace, Microsoft 365, or Lark.
• Hands‑on experience using AI tools at work, such as Claude, ChatGPT, or Microsoft Copilot, is an advantage. Candidates with a clear willingness and ability to learn quickly are also encouraged to apply.
• Strong organisational and time‑management skills, with the ability to manage multiple priorities and follow through on tasks.
• Proactive and self‑motivated, with the initiative to learn new tools and processes without waiting to be trained on everything.
• Adaptable and comfortable working in an environment where priorities, systems, and responsibilities may change.
• Organised, reliable, discreet, and able to work independently without requiring constant follow‑up.
• Good communication and interpersonal skills, with the ability to work effectively with senior leaders, colleagues, vendors, and regional stakeholders.

Preferred Qualifications (Good to have)

• Previous experience supporting senior executives, C-level leaders, or regional management teams.
• Experience working in a multinational or regional organisation.
• Experience coordinating cross-border meetings, travel, events, or administrative projects.
• Familiarity with AI productivity tools, workflow automation, or other workplace automation solutions.
• Strong working knowledge of Google Workspace, Microsoft 365, Lark, or similar productivity platforms.

What Success Looks Like After 6 Months

Leadership's calendars, meetings, and travel run smoothly without friction, the KL office operates efficiently without unnecessary escalation to Singapore, regional requests are consistently tracked and closed, and you have introduced or improved at least one administrative process using better tools, automation, or AI.