Executive Assistant

About VDart Malaysia

We are Purpose Driven, High Growth and a Great Place to Work Certified Organization

VDart Malaysia is one of the fastest growing talent management and digital solution providers established in the year 2007. As part of our continued Global Growth Strategy, we are excited to bring digital capabilities to Malaysia. VDart Malaysia Sdh Bhd will serve as our Regional Headquarters for ASEAN region. We are committed in bringing world class technology, build strong digital talent pool in emerging technologies and transform how businesses leverage technology in Malaysia. We serve various customers including Fortune 100 companies across various domains globally. VDart Malaysia partners with industry leaders in Cloud, Intelligent Automation, IoT, Customer experience, and Security solutions. With distinct digital practices, we help our partners to build for tomorrow by reimaging their business today. From helping our partners to bridge talent in product development and embedded software, we provide resources and solutions globally across a wide range of industries, from automotive and mobility to energy, healthcare, and life sciences, manufacturing, consumer industries, and beyond.

Come join us to create the digital future

Position: Executive Admin

Job Overview

The Executive Administrator plays a key role in supporting C-Suite, Board of Directors, and Executive Management by providing high-level administrative, legal, and corporate governance support. This position is responsible for managing board and leadership activities, liaising on legal and contractual matters, assisting in mergers & acquisitions (M&A) and new business ventures, coordinating new company set-ups, and overseeing international business and travel arrangements. The role requires strong organizational skills, attention to detail, and the ability to handle confidential matters with discretion while ensuring smooth operations across executive and corporate functions.

Key Responsibilities

1.Board Support

Prepare, review, and compile Board papers, meeting agendas, and minutes.

Ensure timely distribution of documents and follow-up on action items.

2.Legal & Compliance

Liaise with internal and external legal counsel on corporate legal matters.

Review and vet through contracts, agreements, and other legal documentation prior to execution.

Support management in Merger & Acquisition activities, including research, due diligence coordination, and documentation.

Assist in planning and execution of new business ventures in line with strategic goals.

4.Corporate Set-up & Governance

Coordinate the establishment of new companies, including regulatory filings, licenses, and governance requirements.

Maintain corporate records and statutory compliance.

5.Travel & International Coordination

Manage and coordinate overseas travel arrangements for C-Suite.

Assist with cross-border business operations and logistics.

6.Administrative

Provide comprehensive secretarial support to C-Suite, including calendar management, agenda preparation, and minutes-taking.

Coordinate town halls, leadership meetings, and special activities, including scheduling, logistical arrangements, preparation of materials, note-taking, and circulation of minutes.

Qualifications

Bachelor's degree in business administration, Law, Corporate Governance, or related field.

Minimum 5 years' experience in executive administration, corporate secretarial, preferably at the C-Suite level.

Strong knowledge of corporate law, contracts, and compliance.

Excellent written and verbal communication skills (proficiency in Mandarin is an advantage).

High level of discretion, integrity, and professionalism in handling confidential matters.

Ability to multitask, prioritize, and work independently under pressure.

Strong organizational, coordination, and stakeholder management skills.

Discretion and confidentiality are essential.

Preferred Skills

Experience in M&A, corporate governance, or legal administration.

Familiarity with cross-border transactions and company set-ups.

Proficiency in MS Office Suite and board management software.

Interested candidates please share your updated resume to