Supporting General Manager / VP, Manufacturing Plant Management
Role Purpose
The Administrative Assistant provides high-level administrative, coordination, and digital enablement support to the General Manager / Vice President of Manufacturing Plant Management for manufacturing site. This role is critical in enabling effective leadership execution, disciplined operations, and professional engagement with internal and external stakeholders.
The incumbent acts as a trusted partner to the site leader, handling sensitive information with discretion, proactively anticipating needs, leveraging modern digital tools, and ensuring seamless coordination of leadership activities, corporate engagements, and site events.
Key Responsibilities
Executive & Administrative Support
- Provide comprehensive executive support to the GM / VP, including complex calendar management, meeting coordination, travel arrangements, and expense administration
- Coordinate leadership meetings (ELT, Operational Reviews, HSE Committee, Townhalls), including agenda preparation, minutes, action tracking, and follow-up
- Draft, format, and review executive correspondence, presentations, and briefing materials
Digital Enablement & Productivity
- Leverage Microsoft 365 tools, including Copilot 365, to support executive documentation, summaries, presentations, and follow-ups
- Design and maintain Power Automate workflows for routine administrative and reporting processes (e.g. approvals, reminders, document routing, action tracking)
- Continuously identify opportunities to automate, simplify, and digitize administrative processes to improve efficiency and responsiveness
Coordination, Communication & Stakeholder Management
- Serve as a central coordination point between the GM / VP and internal stakeholders across Manufacturing, Engineering, Quality, Supply Chain, HR, Finance, and Corporate functions
- Professionally manage interactions with corporate leaders, regional executives, auditors, and external visitors, ensuring a high standard of engagement and responsiveness
- Support preparation and coordination of site‑wide communications on behalf of the GM / VP
- Familiarity with HSE, Quality Systems, or Compliance‑driven environments
Corporate Guest, Event & Visit Management
- Coordinate corporate leadership visits, audits, and VIP engagements, including agendas, logistics, meeting rooms, site tours, and briefing packs
- Support planning and execution of site events such as leadership forums, townhalls, recognition events, HSE Day, and other strategic site activities
- Act as a primary liaison to ensure guests experience a professional, well‑organized, and welcoming environment
Information, Records & Confidentiality
- Maintain organized, secure filing systems for executive correspondence, reports, presentations, and confidential documents
- Ensure appropriate access control, version management, and timely distribution of sensitive information
- Handle confidential and high‑impact matters with professionalism, integrity, and discretion
Qualifications, Experience & Skills
Education & Experience
- Diploma or Bachelor's degree in Business Administration, Management, or related field
- Minimum 3 years of experience as an Administrative Assistant or Executive Assistant, preferably supporting senior leadership in:
- Manufacturing
- Operations
- Engineering
- Regulated or multinational environments
Digital & Technical Skills
- Advanced proficiency in Microsoft 365, including:
- Outlook, Word, PowerPoint, Excel, Teams
- Copilot 365 for executive productivity, summarization, content drafting, and meeting follow‑ups is preferred.
- Hands‑on experience with Power Automate to create and manage workflows for administrative and reporting processes is preferred
- Strong capability in preparing executive‑level presentations, reports, and dashboards
Language & Communication
- Fluent in English (spoken and written) — mandatory
- Proficiency in Bahasa Malaysia is highly preferred
- Excellent written, verbal, and interpersonal communication skills with confidence engaging senior leaders
- Experience supporting regional or global leadership interactions
Professional & Personal Competencies
- Highly organized, detail‑oriented, and able to manage multiple priorities in a fast‑paced manufacturing environment
- Comfortable working with senior executives and handling high‑visibility, time‑sensitive matters
- Professional demeanor with strong judgment, discretion, and emotional intelligence
- Proactive, solution‑oriented, and able to anticipate leadership needs
Key Interfaces
- General Manager / VP Manufacturing
- Site Leadership Team
- Regional & Global Corporate Stakeholders
- External Auditors, Visitors, and Partners
Why Join This Role
- High‑impact, trusted role supporting senior site leadership
- Exposure to strategic, operational, and corporate decision‑making
- Opportunity to leverage digital tools (Copilot, automation) to shape modern executive support practices
- Collaborative, performance‑driven manufacturing environment
