Position: Executive Assistant (Mandarin Speaker)
Working Location: Kuala Lumpur (KL Eco City / Bukit Damansara)
Working Day/Hours: Monday - Friday; normal working hours
Working Duration: 3 - 4 months contract (Possibility of conversion to permanent)
Salary: Basic range from RM 7,000 - 9,000 (Based on experience + skills) with statutory contribution + medical insurance + leave entitlement
Overview
We are seeking a proactive and detail-oriented individual to provide comprehensive administrative and operational support to the team. The ideal candidate is highly organized, resourceful, and able to manage multiple tasks efficiently in a fast-paced environment. This role requires professionalism, discretion, and a presentable, well-groomed appearance when interacting with internal and external stakeholders. Occasional travel may be required.
Key Responsibilities
Travel & Logistics Coordination
- Arrange and manage flight and hotel bookings for the team, ensuring accuracy and cost-effectiveness
- Ensure all travel arrangements for Partners strictly adhere to the firm's travel policies and regulations
- Apply and monitor compliance with internal travel guidelines, including approved airlines, fare classes, accommodation standards, and booking procedures
- Prepare and submit flight-related expense claims in accordance with company policies
- Manage corporate credit card usage for travel expenses, including reconciliation and timely submission of claims
- Support VISA and APEC card applications for Partners and team members, ensuring compliance with regulatory requirements
Administrative & Executive Support
- Support Partner with calendar management, prioritizing high-value meetings
- Prepare and submit expense claims for Partner and Team travel claim via concur
- Manage and safeguard the team's corporate credit card details
- Manage and administer the Zoom account (licences, scheduling, access control)
- Manage corporate credit card details, including tracking usage, reconciliation, and submission of credit card expense claims
- Meeting room bookings
- Manage daily administrative tasks, including answering phones, scheduling, and filing
Events & Meeting Support
- Coordinate F&B and venue arrangements for meetings and events.
- Liaise with vendors and internal stakeholders for event coordination
- Provide on-site event support when required
Office Management
- Manage office supplies and stationery inventory
- Support in welcoming guests and providing basic hospitality (e.g., preparing beverages)
Team Support & Collaboration
- Provide coverage for colleagues during their absence
- Assist with ad hoc administrative and operational duties as assigned
Qualifications
- Diploma or Degree in Business Administration, Management, or a related discipline
- Minimum 3–5 years of relevant experience supporting senior management or Partners
- Strong proficiency in Microsoft Office applications (Outlook, Excel, Word, PowerPoint)
- Familiarity with expense management systems and corporate credit card reconciliation processes
- Experience in travel coordination, including flight and hotel bookings, visa applications, and APEC card support
- Good understanding of office administration and event coordination processes
- Excellent organizational and time management skills with strong attention to detail
- Strong interpersonal and communication skills
- High level of integrity and ability to handle confidential information
- Professional, presentable, and well-groomed
If you are interested to apply, please forward your latest resume to [Confidential Information] AND [HIDDEN TEXT]
Subject: Job Application – Executive Assistant (Mandarin Speaker)
