Senior Associate, Administration (Executive Assistant)

Kenanga Group; Kuala Lumpur; On-site; MYR 60,000 - 100,000; Full time

Job summary

Kenanga Group is seeking a proactive Senior Associate / Associate, Administration to support its Corporate Finance team. You will handle secretarial tasks, calendars, travel, and the preparation of reports and presentations, ensuring confidential data is managed securely.

You will coordinate budgeting, procurement, onboarding, and regulatory documentation while liaising with HR, Finance, IT and Compliance to keep operations running smoothly.

Qualifications

• Minimum 5 years of administration/secretarial experience.
• Prior experience supporting a FI, investment banking, corporate finance, or financial services environment preferred.
• Strong MS Office skills with focus on Excel, PowerPoint, and Word.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Corporate Finance department.
• Coordinate calendars, meetings, training sessions, travel arrangements, and events.
• Prepare and manage internal and external correspondence, reports, presentations, and documentation.
• Maintain confidential records and ensure proper management of sensitive information.
• Oversee departmental filing systems, both physical and electronic, ensuring easy retrieval of documents.
• Assist in the preparation and monitoring of the department's annual budget and expenditure.
• Coordinate procurement activities, including purchase requisitions.
• Support onboarding arrangements and orientation programmes for new joiners.
• Liaise with HR, Finance, IT, Compliance, and other units to facilitate operations.
• Manage staff training, licensing, leave records, recruitment support, and personnel activities.
• Monitor office facilities, equipment, inventory, and consumables.
• Prepare, compile, and submit periodic compliance and regulatory reports.
• Ensure adherence to policies, procedures, controls, and regulatory requirements.
• Support process improvement initiatives to enhance administrative efficiency.

Skills

Organizational skills

Multitasking

Stakeholder management

MS Office

Excel

PowerPoint

Written communication

Verbal communication

Discretion

Independent working

Education

Bachelor's Degree in Business Administration or related

Tools

Microsoft Office Suite

Job description

We are seeking a proactive and detail-oriented Senior Associate / Associate, Administration to support our Corporate Finance team. This role is responsible for providing comprehensive administrative, secretarial, and operational support to ensure the smooth functioning of the department. The successful candidate will work closely with business stakeholders and support various departmental activities, including administration, reporting, budget management, procurement coordination, and regulatory compliance.

Responsibilities:

• Provide comprehensive secretarial and administrative support to the Corporate Finance department.
• Coordinate calendars, meetings, training sessions, travel arrangements, and departmental events.
• Prepare and manage internal and external correspondence, reports, presentations, and documentation.
• Maintain confidential records and ensure proper management of sensitive information.
• Oversee departmental filing systems, both physical and electronic, ensuring proper storage and easy retrieval of documents.
• Assist in the preparation and monitoring of the department's annual budget and expenditure.
• Coordinate procurement activities, including preparation and tracking of purchase requisitions.
• Support onboarding arrangements and orientation programmes for new joiners.
• Liaise with various internal stakeholders, including Human Resources, Finance, IT, Compliance, and other business units to facilitate departmental operations.
• Manage administrative matters relating to staff training, licensing, leave records, recruitment support, and other personnel-related activities.
• Monitor office facilities, equipment, inventory, and consumable supplies.
• Prepare, compile, and submit periodic reports, including compliance and regulatory-related reports.
• Ensure adherence to company policies, procedures, internal controls, and regulatory requirements.
• Support process improvement initiatives to enhance administrative efficiency within the department.

Requirements:

• Bachelor's Degree, Diploma, or equivalent qualification in Business Administration, Management or a related discipline.
• Minimum 5 years of relevant experience in administration, executive support, secretarial, or office management functions.
• Prior experience supporting a Financial Institution (FI), investment banking, corporate finance, capital markets, or financial services environment is highly preferred.
• Strong organizational and multitasking skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent stakeholder management and interpersonal skills, with the ability to work effectively across all levels of the organization, including senior management.
• High level of professionalism, discretion, and ability to handle confidential information.
• Strong proficiency in Microsoft Office applications, particularly Excel, PowerPoint, and Word.
• Strong verbal and written communication skills with the ability to engage effectively with stakeholders at all levels.
• Meticulous, resourceful, and able to work independently with minimal supervision.