Job Description

About the Role

We are seeking a highly organised, proactive, and discreet Executive Assistant to provide high-level administrative, operational, and executive support to senior leadership.

In this role, you will be a trusted partner to a senior member of the country leadership team, helping ensure smooth day-to-day operations, effective coordination, timely decision-making, and compliance with organisational policies and procedures.

This is an excellent opportunity for an experienced administrative or executive support professional who is confident working with senior stakeholders, managing sensitive information, and supporting a fast-paced office environment.

Key Responsibilities

The Executive Associate will be responsible for:

• Managing the organisation of meeting schedules, attendees, briefing materials and content requirements.
• Providing high-level administrative and operational support to ensure smooth office functioning.
• Managing internal and external communications and correspondence on behalf of senior leadership.
• Coordinating follow-up activities to ensure timely reporting and project expectations
• Supporting internal coordination across teams and stakeholders.
• Preparing, reviewing, and managing documentation, reports, and presentations.
• Handling confidential and sensitive information with discretion and sound judgement.
• Liaising professionally with internal and external stakeholders on administrative matters including with Government Ministries and foreign missions.
• Using digital tools and corporate systems to improve efficiency, reporting, and workflow management.

Requirements:

Education

Completion of secondary education is required. Additional technical or university-level courses in administration, management, business, or a related field would be an advantage.

Experience

A minimum of six years' relevant experience supporting a Senior Organisation Leader in a driven multi-national environment.

Skills and Competencies

The ideal candidate will have:

• Impeccable organisational, planning, and prioritisation skills.
• The ability to manage multiple tasks, anticipate needs, and work proactively.
• A high level of initiative, confidence, and ownership.
• Excellent written and verbal communication skills.
• Strong interpersonal skills, including tact, diplomacy, and professionalism.
• Proven ability to handle confidential and sensitive information.
• Proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, and enterprise resource planning or corporate systems.
• The ability to work effectively with colleagues and stakeholders from diverse backgrounds.

Desirable Experience

The following would be an advantage:

• Experience providing senior-level executive support within an international organisation, development organisation, public sector body, or private sector environment.
• Experience using AI-powered tools to support data analysis, reporting, workflow automation, or document quality improvement.
• Experience analysing data, identifying trends, patterns, and anomalies.
• Knowledge of additional local languages such as Mandarin, Tamil, or Hokkien.
• Knowledge of another official international working language.

Language Requirements

Fluency in English and Bahasa Malaysia is required.