Executive Administrator

Position: Executive Administrator

Job Overview

The Executive Administrator plays a critical role in supporting the C-Suite, Board of Directors, and Executive Management by delivering high-level administrative, legal, and corporate governance support. This position oversees board and leadership activities, liaises on legal and contractual matters, assists with mergers & acquisitions (M&A) and new business ventures, coordinates new company set-ups, and manages international business and travel arrangements. The role requires exceptional organizational skills, attention to detail, and discretion in handling confidential matters while ensuring seamless 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 contracts, agreements, and other legal documents prior to execution.
• Support management in M&A activities, including research, due diligence coordination, and documentation.
• Assist in planning and execution of new business ventures aligned with strategic goals.

3. Corporate Set-up & Governance

• Coordinate the establishment of new companies, including regulatory filings, licenses, and governance requirements.
• Maintain corporate records and ensure statutory compliance.

4. Travel & International Coordination

• Manage and coordinate overseas travel arrangements for the C-Suite.
• Provide support for cross-border business operations and logistics.

5. Administrative

• Deliver comprehensive secretarial support to the C-Suite, including calendar management, agenda preparation, and minutes-taking.
• Coordinate town halls, leadership meetings, and special events, including scheduling, logistics, preparation of materials, note-taking, and circulation of minutes.

Qualifications

• Bachelor's degree in Business Administration, Law, Corporate Governance, or a related field.
• Minimum 5 years of experience in executive administration or corporate secretarial roles, preferably at the C-Suite level.
• Strong knowledge of corporate law, contracts, and compliance.
• Excellent written and verbal communication skills in English and Bahasa Malaysia (proficiency in Mandarin is an advantage).
• High level of discretion, integrity, and professionalism in handling confidential matters.
• Proven ability to multitask, prioritize, and work independently under pressure.
• Strong organizational, coordination, and stakeholder management skills.

Preferred Skills

• Experience in M&A, corporate governance, or legal administration.
• Familiarity with cross-border transactions and corporate set-ups.
• Proficiency in MS Office Suite and board management software.