Jobs in Malaysia

Who We Are:

At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration. With the merger of VMLY&R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse.

Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences.Our expertise spans the entire customer journey, offering deep insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver end-to-end solutions that result in revolutionary work.

CORE PURPOSE OF THIS ROLE
To act as the key coordination point for multiple senior stakeholders (HODs), ensuring smooth operations, high-quality event execution, and proactive problem-solving in a fast-paced, creative environment.

KEY RESPONSIBILITIES

Supports HODs on Administrative Task

• Calendar Management for HODs – Send Invitation, Manage Calendars, Identify Clashes , Checking HOD schedule etc.
• Meeting Set Up – meeting room booking, AV set up,F&B requirement if any, Client event booking on restaurants , department activities
• Travel Arrangement with Sunway Travel – Home/ Leave/ Business / Travel Visa
• Maconomy – Leave Application, Expense Claims, Timesheet and Department Approvals
• Assist HOD with any required ad hoc follow up and vice versa assist to chase HOD on requests, if required

Office Business Travel Arrangement and Boo king

• Plan and execute company events, such as team-building activities, holiday parties, and vendor events
• Coordinate logistics for offsite meetings and events, including booking venues, arranging catering, and managing transportation
• Manage event budgets and timelines, ensuring events are executed within budget and on schedule
• Assist HR to Follow up – Repatriation for HOD, Work Visa , Entitlement, Home/Leave Passage, Insurance etc.

Event Coordination

• Co-coordinate company events, such as team-building activities, holiday parties, and vendor events
• Client Visit Coordination to Office.: Coordinate set up and logistics for offsite and online meetings and events, including booking venues, arranging catering, and managing transportationespecially for VIP guest and client
• Manage event budgets and timelines, ensuring events are executed within budget and on schedule

Administrative Support

• Liaise with Wework on Meeting room and event booking
• Source and liaise with Birthday/GiftingVendors for HODs
• Coordinate with delivery and courier services for internal/external distribution

ESSENTIAL SKILLS & EXPERIENCE

• Stakeholder Management– Proven ability to work with senior leaders, clients, and vendors with professionalism and confidence.
• High-Level Coordination Skills– Experience managing multiple calendars, travel arrangements, and event logistics simultaneously.
• Event Planning & Execution– Hands-on experience in planning, coordinating, and running in-house and offsite events.
• Organizational & Attention to Detail– Demonstrated ability to track multiple moving parts without missing deadlines.
• Problem-Solving & Resourcefulness– Able to anticipate issues, find solutions quickly, and work independently.
• Mobility & Energy– Comfortable being on the move, setting up events, liaising with vendors, and managing last-minute changes.
• Approachability & Maturity– Personable, adaptable, and easy to work with; able to maintain composure under pressure.
• Communication Skills– Strong verbal and written communication in English (and local language if applicable).
• Tech & Tools– Proficient in MS Office / Google Workspace, calendar management tools, and basic event tech (AV setup, Teams/Zoom).
• Industry Fit – Experience in creative, media, events, hospitality, or similar fast-paced, non-corporate environments preferred but not mandatory.

MINIMUM ELIGIBILITY

• Education: Diploma or Degree in Business Admin, Events Management, Communications, or related field (or equivalent work experience).
• Experience:4–6 years in coordination, events, or admin roles; at least 2 years supporting senior stakeholders.
• Language: Fluent in English; other languages a plus.
• Availability: Able to work on-site, attend events, and occasionally work outside standard hours.
• Work Style: Independent, proactive, and comfortable with ambiguity.

We believe the best work happens when we're together, fostering creativity, collaboration, and connection. That's why we’ve adopted a hybrid approach, with teams in the office an average of four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

WPP (VML) is an equal opportunity employer and considers applicants for all positions without discrimination or regard to characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

VML is a WPP Agency. For more information, please visit our website, and follow VML on our social channels via Instagram, LinkedIn,and X .

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