Senior Management Assistant

SWIFT SUPPORT SERVICES MALAYSIA SDN. BHD.; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

A global leader in secure financial messaging services is seeking a Senior Management Assistant to provide crucial administrative support to senior leadership. The ideal candidate will have over 7 years of relevant experience and strong skills in Microsoft Office Suite. Responsibilities include managing calendars, preparing documents, coordinating meetings, and handling sensitive information professionally. This role is vital in ensuring the smooth functioning of executive offices.

Benefits

Competitive package

Career development opportunities

Flexibility to express yourself

Qualifications

• Minimum of 7 years of experience as an Executive Assistant or Senior Administrative Assistant.
• Proficiency in Microsoft Office Suite required.
• Ability to handle sensitive and confidential information with discretion.

Responsibilities

• Provide high-level support to directors, managing calendars and travel arrangements.
• Act as a point of contact for stakeholders, prioritizing communications.
• Prepare and proofread confidential documents ensuring adherence to guidelines.

Skills

Organizational Skills

Communication Skills

Problem Solving

Microsoft Office Suite

Interpersonal Skills

Education

Bachelor’s degree in Business Administration or related field

Tools

SharePoint

Microsoft Teams

Job description

We’re the world’s leading provider of secure financial messaging services, headquartered in Belgium. We are the way the world moves value – across borders, through cities and overseas. No other organisation can address the scale, precision, pace and trust that this demands, and we’re proud to support the global economy.

We’re unique too. We were established to find a better way for the global financial community to move value – a reliable, safe and secure approach that the community can trust, completely. We’re always striving to be better and are constantly evolving in an ever-changing landscape, without undermining that trust.

We are seeking a highly organized and proactive Senior Management Assistant to provide comprehensive administrative and operational support to senior leadership within SWIFT. This role is crucial in ensuring the smooth and efficient functioning of executive offices.

Responsibilities

• Tribe Leadership Support: Provide high-level administrative support to one or more directors, including managing complex calendars, scheduling meetings, coordinating travel arrangements (domestic and international), and preparing expense reports.
• Communication Management: Act as a primary point of contact for internal and external stakeholders, screening and prioritizing incoming communications (emails, calls, correspondence), drafting professional responses, and ensuring timely follow-up.
• Document and Presentation Preparation: Prepare, edit, and proofread a variety of confidential documents, reports, presentations, and other materials, ensuring accuracy, consistency, and adherence to company branding guidelines.
• Meeting and Event Coordination: Plan, organize, and execute meetings, conferences, and special events, including venue selection, catering arrangements, technology setup, and distribution of agendas and minutes.
• Project and Task Management: Assist with tracking key projects, deadlines, and action items, proactively reminding senior management of upcoming commitments, and following up on delegated tasks.
• Information Management: Maintain and organize confidential files, databases, and records, ensuring easy retrieval and compliance with data protection policies.
• Operational Support: Handle various operational tasks as needed, including office supply management, vendor liaison, and acting as a central point for information dissemination.
• Problem Solving: Proactively identify and resolve administrative issues, demonstrating independent judgment and initiative.

Qualifications

• Experienced with Minimum of 7 years of progressive experience as an Executive Assistant or Senior Administrative Assistant supporting senior management, preferably within a large, international organization.
• Bachelor’s degree in Business Administration, Office Management, or a related field is preferred. Relevant professional certifications are a plus.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with collaboration tools (e.g., SharePoint, Teams). Familiarity with travel and expense management systems is desirable.
• Exceptional organizational and time management skills with the ability to prioritize effectively in a fast-paced, demanding environment.
• Excellent written and verbal communication skills in English.
• Proven ability to handle highly sensitive and confidential information with the utmost discretion and professionalism.
• Demonstrated ability to anticipate needs, take initiative, and work independently with minimal supervision.
• Strong interpersonal skills with the ability to build effective relationships with diverse stakeholders at all levels of the organization.
• Meticulous attention to detail and a high degree of accuracy in all tasks.

Benefits

We put you in control of career.

We give you a competitive package.

We help you perform at your best.

We help you make a difference.

We give you the freedom to be yourself.

If you require a reasonable accommodation to participate in the job application or interview process, please contact us to request accommodation.

Don’t meet every single requirement? At SWIFT, we encourage you to apply even if you do not meet every qualification.

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