The Executive Assistant (EA) provides high-level administrative and organizational support to the Country Manager (CM) and the wider management team. This role ensures efficient office operations, effective communication with internal and external stakeholders, and smooth handling of company secretarial, travel, financial, and contractual matters. The EA will also be responsible for office administration, reporting, and supporting special projects
Responsibilities:
Country Manager Support
- Manage CMs calendar, schedule meetings, and coordinate logistics.
- Organize meetings, prepare agendas, take minutes, and follow up on action items.
- Submit travel requests, expense claims, and approval processes on behalf of CM.
- Support with e-signature approvals and documentation.
- Consolidate and prepare monthly updates for Malaysia and Singapore.
- Handle confidential information with discretion and professionalism.
Company Secretarial Support Malaysia & Singapore
- Liaise with company secretaries for AGM documents, DCR, annual returns, and ACRA filings.
- Coordinate with Regional Legal on director signatories and governance requirements.
SAP Transactions
- Process PR/PO/MIGO entries for Head Office.
- Ensure timely and accurate processing of finance-related requests.
Travel Administration
- Arrange domestic and international travel for MY/SG teams and regional staff.
- Manage bookings for flights, hotels, ground transport, and travel itineraries.
- Enter and maintain booking information in internal systems.
Reporting & Fleet Management
- Prepare weekly and month-end fleet reports, including odometer and R&M accrual reports (Australia and vendors).
Contract Management
- Track customer, tenancy, and subcontractor contracts.
- Coordinate with PICs on renewals, new contracts, and related approvals.
- Liaise with Legal prior to execution and arrange stamping where necessary.
Communication & Engagement
- Coordinate, draft, and design the quarterly FoxBeat Newsletter using Canva.
- Support CSR/Safety events with gift/tee sourcing.
- Assist with internal communication initiatives to ensure staff engagement.
SharePoint & Systems Administration
- Administer and coordinate updates to MyAccess SharePoint with internal IT contacts.
- Support basic troubleshooting or escalation of system access issues for staff.
Qualifications:
- Bachelors degree in finance or accounting, professional accounting qualification required (e.g. CPA, ACCA, CA).
- At least 4 years finance/accounting experience, including financial reporting and internal controls. Big Four experience is a strong plus.
- Experience working in a multinational company environment in SE Asia.
- Solid understanding of IFRS and/or US GAAP.
- Proven ability to work collaboratively across countries and cultures to achieve goals.
- Fluent in English, both written and spoken.
- Familiarity with tax regulations is an advantage.
If you are interested in this opportunity, please apply via this LinkedIn post.
