Executive Assistant to Director

We are hiring a highly organised and proactive professional to manage the company's internal operations across corporate compliance, finance operations, HR operations, office administration, documentation control, grants coordination, and process improvement, while also supporting the Director as an Executive Assistant for schedule management, meeting coordination, action-item follow-ups, and ad-hoc support.

This role requires strong ownership, confidentiality, excellent follow-through, and close attention to detail.

Reports to:

Director

Works closely with:

External Accountant, Auditor, Tax Agent, Company Secretary, Banks, Government Agencies, Vendors, and Internal Team Leads

What you'll be doing

A) Executive Assistant to Director

1) Schedule, Meetings and Follow-ups

• Manage and organise the Director's daily calendar, meetings, and schedules.
• Coordinate meeting arrangements, confirm attendees, and resolve schedule conflicts promptly.
• Track and follow up on action items assigned by the Director, ensuring timely progress updates and closure.
• Prepare meeting agendas, minutes (when required), and action logs.

2) Materials and Document Preparation

• Assist in preparing meeting materials, reports, presentations, and business documents.
• Consolidate information from internal teams or external parties for the Director's review.
• Maintain clean document organisation, version control, and quick retrieval of key business records.

3) Ad-hoc and Personal Errands

• Handle ad-hoc tasks assigned by the Director, including urgent coordination and follow-ups.
• Support the Director's personal errands when needed, with discretion and confidentiality.

B) Corporate Services (Company Operations Ownership)

1) Corporate Governance & Statutory Compliance

• Coordinate with the Company Secretary on SSM filings and corporate documentation.
• Maintain statutory registers, resolutions, signed minutes, and compliance evidence archive.
• Maintain compliance calendar and ensure deadlines are tracked and met.

2) Regulatory, Licensing and Renewal Management

• Track renewals and maintain evidence for business licences, tenancy documents, fire extinguisher servicing, security renewals, and software subscriptions.
• Liaise with vendors and advisors to resolve renewal/compliance queries.

3) Finance Operations, Payments and Treasury

• Manage monthly payment release process (payroll-related payments, reimbursements, vendor payments).
• Verify supporting documents, beneficiary details, and payment references for accuracy.
• Coordinate bank approval workflow and ensure maker-checker controls are followed.
• Download and archive monthly bank statements.
• Review incoming bank credits monthly, clarify purposes, and ensure reconciliation notes are audit-ready.
• Monitor FD and support renewal/rate comparison coordination with banks.

4) Audit and Tax Coordination (with external parties)

• Prepare audit PBC schedules and respond to auditor and accountant queries.
• Coordinate corporate tax timelines with tax agent and accountant (Form C, CP204 revisions, refund follow-ups).
• Support e-invoice readiness and related internal process alignment.
• Coordinate e-stamping workflows and maintain stamped document archive.

5) Grants and Government Programmes

• Manage end-to-end grant/incentive processes and reporting, including documentation, submission, tracking, and closing packs.
• Liaise with agencies (for example, MDEC, TalentCorp) and respond to queries on time.

6) HR Operations (End-to-End HR Admin)

• Manage recruitment coordination, onboarding and offboarding checklists and documentation.
• Maintain employee master records, issue HR letters, and secure filing with version control.
• Coordinate appraisal and peer review administration, tracking, reminders, and documentation.
• Run attendance and leave operational workflows.
• Support HRD Corp matters, including levy monitoring, training coordination and claims support.
• Coordinate employee welfare activities, such as health screening scheduling.

7) Office Operations and Internal Coordination

• Manage office supplies, pantry restocking, mailbox checks, and vendor coordination for office maintenance.
• Maintain access systems routines (alarm, digital lock scheduling, public holiday adjustments).
• Coordinate internal events and celebrations (birthday programme and company events), including vendor orders, scheduling, and basic cost tracking.
  

What we're looking for

Qualifications and Experience

• Diploma or Degree in Business Administration, Management, Human Resources, or a related field.
• Minimum 5 years of experience in administrative, secretarial, or PA roles.
• ​​Proven experience in handling HR, operations, and finance coordination, plus executive assistant/stakeholder support.
• Familiarity with Malaysian employment regulations and statutory requirements.

Skills and Traits

• Strong organisational, multitasking abilities, and follow-up discipline.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive, resourceful, and able to work independently.
• Strong attention to detail with consistent follow-through.
• Strong documentation control and evidence filing mindset.
• Supportive team player with a growth mindset.
• Proficiency in office productivity tools (Google Workspace, MS Office).
• Comfortable coordinating with external parties (banks, auditors, tax agents, Company Secretary, agencies).

KPI / Success Measures

• Director's calendar is organised, conflicts are prevented, and meetings are supported with proper materials.
• Action items are tracked and followed through with clear closure updates.
• Zero missed compliance deadlines and renewals, with a complete evidence archive.
• Monthly payment release was completed accurately and on time.
• HR operations delivered on time (letters, onboarding/offboarding, appraisal/peer review coordination).
• SOPs are updated, and workflows become more efficient over time.

About Us

Kurechii is an award-winning creative studio based in Cyberjaya, Malaysia, established in 2009. We're best known for creating original IP and products that have reached audiences worldwide, and we're proud to be one of Malaysia's long-running studios with a consistent record of shipping and supporting multiple releases over the years.