Executive Assistant, Executive Office

1 day ago

Kuala Lumpur, Kuala Lumpur, Malaysia KASIHKU MARKETING SDN. BHD. Full time 60,000 - 180,000 per year

Reports To:

Managing Director & Operations Director

Role Purpose:

The Executive Assistant, Executive Office (MD & Operations) provides high-level administrative, coordination, and strategic support to the Managing Director (MD) and Operations Director. The role ensures smooth execution of executive priorities, timely communication between departments, and effective follow-up on key business initiatives. Acting as a central point of contact, the Executive Assistant helps maintain alignment, organization, and efficiency across leadership and operational functions.

Key Responsibilities:

1. Executive Support

* Manage calendars, appointments, meetings, and travel for the MD and Operations Director.

* Prepare and coordinate meeting materials, agendas, minutes, and follow-ups.

* Handle correspondence, documents, and communication with professionalism and confidentiality.

* Support document reviews, approvals, and ensure timely circulation to relevant departments.

2. Strategic Coordination & Follow-Up

* Track progress of key projects, initiatives, and action items under the MD and Operations Director.

* Liaise with Heads of Departments to obtain updates, data, and reports.

* Follow up on pending matters to ensure timely completion and resolution.

* Assist in preparing summaries, presentations, and internal updates for management review.

3. Office & Information Management

* Maintain organized filing systems (digital and physical) for executive records, reports, and approvals.

* Manage confidential documents, agreements, and corporate files.

* Support preparation of management reports, dashboards, or meeting packs as needed.

4. Communication & Liaison

* Serve as the contact point between the Executive Office and internal/external stakeholders.

* Support communication flow between MD/Operations and departments to ensure clarity, alignment, and accountability.

* Draft and proofread correspondence, announcements, and internal memos.

5. Administrative & Project Support

* Assist in event coordination, management meetings, or special projects led by the MD/Operations Director.

* Support onboarding and documentation of cross-functional initiatives or reviews.

* Monitor administrative budgets and manage requisitions related to the Executive Office.

Key Competencies:

* Strong organizational and multitasking skills with attention to detail.

* Excellent written and verbal communication in English and Bahasa Malaysia.

* High level of professionalism, discretion, and confidentiality.

* Proactive, resourceful, and solution-oriented in managing multiple priorities.

* Ability to work independently and collaboratively in a fast-paced environment.

Qualifications & Experience:

* Diploma or Degree in Business Administration, Management, or related field.

* Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, or Coordinator supporting senior management.

* Experience in FMCG, manufacturing, or operations-driven environment is an advantage.

* Proficient in Microsoft Office (Word, Excel, PowerPoint) and familiar with digital productivity tools (Google Workspace, Trello, Asana, etc.).

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