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Executive Admin Support
Job Purpose
To provide administrative and coordination support to the Delivery Head and Malaysia delivery team, ensuring smooth daily operations by executing defined tasks related to logistics, reporting, onboarding, and vendor processing under close supervision.
Key Responsibilities
1
. Administrative Logistical Support
- Provide daily administrative support to the Delivery Head, including scheduling meetings, managing calendars, and preparing meeting minutes follow up actions
- Coordinate logistics for team meetings, internal events, and business trips (e.g., venue booking, equipment setup).
- Process routine administrative requests such as expense reimbursements, meal budget claims, and payment requests as instructed.
- Operations Coordination
- Assist in onboarding new joiners by coordinating account creation (Xaccount, EKP) and access requests (VPN, Remedy) using provided forms and templates.
- Support the tracking and consolidation of basic team reports and deliverables (e.g., timesheet compliance status, CV tracker updates).
- Coordinate project logistics and simple procurement, such as raising Purchase Requests (PRs) for approved renewals or new operational items based on clear instructions.
- Assist in the coordination of secondment Work Order renewals by liaising with relevant parties as directed.
- Act as site BCP coordinator for Malaysia site and coordinate with other business function for periodical update of BCP plan, drill and other activities.
- Support demand supply forecasting, planning, workforce management, bench programs, and redeployment.
- Perform Resource Management including capability planning, forecasting and drive relevant Learning and Development (LD) initiatives.
- Reporting Record Maintenance
- Assist in the creation and maintenance of operation reporting: Timesheet compliance, Utilization Reports, Resource Plan and coordinate quarterly RMP updates.
- Maintain site BCP plan and liaise with other business unit for regular update if applicable
- Help track deadlines for MDEC permit renewals and other administrative compliance documents, alerting the supervisor well in advance.
- Maintain renewal for server room assets, tooling subscriptions, and other operational items.
Skills Qualifications
- Diploma or Bachelor's degree in any field (fresh graduates are encouraged to apply).
- No prior work experience required; training will be provided.
- Proficient in Microsoft Office (Word, Excel, PowerPoint).
- Strong attention to detail and good organisational skills.
- Ability to follow detailed instructions and processes precisely.
- Good communication skills in English; Mandarin Cantonese speaking is an advantage.
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We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, religion, sexual orientation, gender identity, national origin, status as a veteran, and basis of disability or any federal, state, or local protected class.
