Executive Assistant

As a part of an emerging AI company with a bold vision to develop intelligent solutions that drive innovation, automation, and efficiency across industries, you will have the unique opportunity to shape the future of AI by working on cutting-edge projects on a national level and experimenting with the latest technologies.

Join us now as we are building a team of forward-thinkers ready to push the boundaries of AI and create meaningful impact. Be a part in developing scalable AI solutions that solve real-world challenges, whether in research, engineering, or strategy and help make a true difference for AI in Malaysia.

KEY RESPONSIBILITIES

• Manage and maintain calendars, prioritizing appointments to ensure effective time management.
• Arrange and schedule meetings with internal and external stakeholders, liaising effectively with cross-functional teams.
• Prepare meeting agendas and record clear, concise meeting notes and action items.
• Maintain and monitor trackers and logs for documents, approvals, tasks, and deadlines to ensure timely completion and accountability.
• Establish and uphold an organized. systematic filing system for all business documents, both physical and digital, ensuring all critical documents are properly filed, version-controlled, and easily accessible.
• Oversee the end-to-end document approval and signing process, including circulation for approval, internal endorsement, and execution.
• Handle incoming and outgoing correspondence (emails, letters and official communications), triaging or responding as appropriate.
• Process and track all required documentation, providing comprehensive administrative support, such as expense claims and official reporting.
• Monitor and manage office supplies inventory, maintaining an efficient and functional workspace.
• Safeguard sensitive and confidential information with the highest level of discretion and professionalism, ensuring the integrity and accuracy of records and databases.
• Proactively identify and address administrative issues to support the smooth departmental operations.
• Assist in coordinating team events, workshops or other activities as required.
• Perform other related tasks as assigned by the Superior from time to time.

QUALIFICATIONS

• Minimum Bachelor's Degree or Diploma in Business Administration, Secretarial Studies, Office Management or related field.
• At least 2-3 years working experience as an executive support, office administration, or similar role.
• Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (e.g., Trello, Teams, Zoom, SharePoint).
• Strong written and verbal communication with the ability to liaise effectively across all levels.
• Excellent time management, multitasking, and prioritization abilities to manage multiple deadlines efficiently.
• High degree of accuracy in managing documents, schedules, and reports.
• Proactive in identifying issues, resolving challenges, and ensuring seamless administrative operations.
• Professional demeanor with strong stakeholder management and teamwork orientation.
• Able to work in a dynamic, fast-paced environment and remain flexible in response to shifting priorities.
• Demonstrated ability to manage sensitive information with discretion and integrity.

WHY JOIN US

• Comprehensive medical benefits for you, your spouse, and children, ensuring your well-being is our top priority.
• Rest easy with our group insurance and term life coverage, providing you with security and assurance.
• Stay energized with meal credit that keep you fueled throughout the day.
• An in-house futsal court, badminton court, plus a gym for post-work workouts.
• A variety of fun-filled events and gatherings to unwind.
• Achieve a healthy work-life balance, ensuring you thrive both in and out of the office.