Executive Assistant

Based in Petaling Jaya, Malaysia, the Executive Assistant & Office Manager will support the Executive Director and HR while taking ownership of the office's day-to-day operations. This is a role spanning executive support, facilities, vendors, budgets, records, workplace experience, and business coordination.

Key responsibilities

• Prepare briefing notes, agendas, reports, presentations, letters, and other business documents.
• Attend key meetings, take minutes, and track action items through to completion.
• Plan and coordinate end-to-end business travel, including flights, accommodation, visas, ground transport, and itineraries.
• Handle confidential and sensitive information with discretion and integrity.
• Oversee daily office operations and maintain an organised, well-equipped, and welcoming workplace.
• Coordinate with building management, the landlord, facilities providers, IT, and other service partners on maintenance, repairs, cleaning, security, equipment, and workplace technology.
• Manage office layout, seating, meeting-room bookings, access cards, keys, office equipment, pantry supplies, and inventory.
• Support compliance with workplace health and safety requirements, including fire safety, first aid, emergency procedures, and evacuation drills.
• Develop, document, maintain, and implement office policies and procedures.
• Source, negotiate with, and manage suppliers and service providers, including maintaining vendor lists and service contracts.
• Prepare and track the office administration budget, process purchase requests and invoices, manage petty cash, and liaise with Finance on payments and reconciliations.
• Track renewals for leases, licences, subscriptions, insurance, and maintenance contracts.
• Maintain organised physical and digital company records, document controls, filing systems, version tracking, and secure storage.
• Manage incoming and outgoing mail, couriers, and deliveries.
• Coordinate onboarding and offboarding logistics with HR, including workstation setup, equipment, access, and welcome packs.
• Plan and deliver company events, team-building activities, celebrations, and town halls.
• Serve as the first point of contact for office-related questions and concerns, gathering feedback to improve the workplace.
• Maintain project documentation and support project teams with task, milestone, and administrative deliverable tracking.
• Facilitate communication between the executive office, teams, clients, and partners, and coordinate logistics for client visits and company activities.
• Lead or support company-wide initiatives and administrative improvement projects.

What we're looking for

• A Bachelor's degree or Diploma in Business Administration, Office Management, or a related field.
• At least 4–5 years of experience as an Executive Assistant, Office Manager, or in a similar combined role.
• Proven experience managing office facilities, vendors, and an administrative budget.
• Strong organisational, time-management, multitasking, and problem-solving abilities with close attention to detail.
• Excellent written and verbal communication skills in English and Bahasa Malaysia.
• High discretion and integrity when handling confidential information.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Comfort working with collaboration and project management tools.
• Familiarity with workplace health and safety practices is an advantage.
• A proactive and resourceful approach, with the ability to work under pressure and adapt to changing priorities.