Executive Assistant to Founder

2 days ago

Cyberjaya, Malaysia ULTRASMART GLOBAL TECH SDN. BHD. Full time

UltraSmart® is a fast-growing smart home solutions company expanding into multiple high-growth verticals (smart home AI products, Homixe retail rollout & emerging tech projects). We are looking for an Business Operations Executive who will work directly with the Founder & Managing Director to support daily operational flow, coordination and light personal assistance tasks.

This role is for someone who is reliable, grounded, emotionally stable, able to manage responsibilities independently and genuinely enjoys helping a founder stay organised, efficient and focused.

IMPORTANT - Excellent English proficiency (written & spoken) is REQUIRED.

**Responsibilities**:

- Assist Founder in day-to-day operations, scheduling, follow ups & coordination
- Manage admin tasks, documentation, filing, basic reporting & project tracking
- Coordinate with installers, suppliers, vendors & subcontractors when required
- Support inventory records, dispatch tracking & sample control
- Handle simple customer follow ups, feedback logging and appointment setting
- Prepare meeting notes, summaries and structured follow-up items
- Arrange meetings, calendar updates, reminders and task prioritization for Founder
- Support travel planning (domestic & occasional overseas) — flights, hotel, logistics
- Personal support tasks when required (bookings, payments, reminders)
- Maintain confidentiality and handle sensitive information professionally

**Requirements**:

- Diploma or Degree in Business/Admin/Management/Marketing OR equivalent working experience
- Strong English & Bahasa Malaysia communication
- Highly organised, detail oriented and calm under pressure
- Comfortable supporting a Founder directly (fast pace, varied responsibilities)
- Strong sense of ownership & follow-through discipline is a MUST
- Mandarin language is an added advantage
- Entrepreneurial mindset — proactive, solution-based thinking, able to anticipate needs ahead

Work Arrangement:

- Location: Cyberjaya (Hybrid — mix of in-person + remote based on Founder schedule)
- Working Hours: Monday - Friday, 9:00 AM - 6:00 PM
- Occasional domestic l, inter branch & overseas travel required (all travel expenses covered)
- Must be flexible to respond on weekends if urgent needs arise (not full working days)

Why Join UltraSmart®?
- Direct exposure working with Founder level
- Multi-vertical business involvement (smart tech, retail, logistics)
- Fast learning environment with career path to operations leadership
- Low politics, agile, high growth environment
- Quarterly KPI Bonus Structure available (based on performance achievement)

**Job Types**: Full-time, Permanent

Pay: RM3,800.00 - RM4,500.00 per month

**Benefits**:

- Free parking
- Opportunities for promotion
- Professional development

Application Question(s):

- Expected Salary
- Soonest Start Date
- Why you believe you are suitable?
- Are you comfortable with occasional travel (local or overseas) when required for project or meeting purposes?

Work Location: In person

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