Executive Assistant to Managing Director

Description

Job Summary

The Business Executive Assistant to the MD provides high-level executive, operational, and administrative support to the MD while acting as a key coordination point between management and internal departments. This role is responsible for ensuring smooth execution of business priorities, organizational coordination, and day-to-day operational matters, including meeting management, administrative oversight, cost monitoring, and cross-functional follow-ups.

The ideal candidate is highly organized, proactive, adaptable, and able to perform effectively in a fast-paced environment with frequent changes in priorities and business needs.

Job Description:

1. Strategic & Business Support

• Support the MD in translating strategic priorities into actionable business initiatives and operational plans.
• Assist in monitoring the progress of key business initiatives, organizational objectives, and company-wide projects.
• Conduct research, data analysis, benchmarking, and industry monitoring to support business planning and decision-making.
• Prepare business reports, summaries, presentations, and briefing materials for management discussions and strategic meetings.
• Provide administrative and operational insights to support organizational planning and structural alignment.

2. Operational Coordination & Administrative Oversight

• Coordinate closely with department heads across all departments.
• Ensure directives and action items from the MD are effectively communicated, tracked, and executed within agreed timelines.
• Monitor project progress, operational updates, manpower planning, and departmental deliverables.
• Oversee and coordinate administrative matters including leave approvals, claims administration, meeting coordination, travel arrangements, and internal operational follow-ups.
• Support monitoring of operational costs, departmental spending, headcount planning, and manpower-related matters.
• Assist in ensuring smooth coordination and alignment between departments on operational and organizational matters.

3. Executive Communication & Stakeholder Management

• Act as a key liaison between the MD, management team, and internal stakeholders to ensure effective communication and execution.
• Draft internal communications, executive correspondence, meeting minutes, presentations, and briefing documents on behalf of the MD.
• Organize and coordinate leadership meetings, management discussions, business reviews, and strategic engagements.
• Attend meetings alongside the MD where required and ensure timely follow-up on discussion points and action plans.
• Maintain professionalism, discretion, and confidentiality in handling sensitive business, operational, and employee-related matters.

Job Requirements:

• Bachelor’s Degree in Business Administration, Management, Human Resources, or related field.
• Minimum 5 years of experience in Executive Assistant, MD Office, Business Operations, Administration, or related roles.
• Experience supporting senior management or C-level executives is highly preferred.
• Strong proficiency in Mandarin and English (written and spoken) is required to support communication and coordination with Mandarin-speaking stakeholders and business counterparts.
• Strong organizational, coordination, multitasking, and stakeholder management skills.
• Highly adaptable and able to thrive in a fast-paced environment with frequent changes and shifting priorities.
• Strong business acumen with good analytical and problem-solving capabilities.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficient in Microsoft Office applications including Excel, PowerPoint, and Word.
• Must be willing and able to travel with the Managing Director when required.

Specialization: CEO & General Management

Hiring Company Brief

data-full-text="<div>We are a rapidly- growing MSC-status company. Located in the heart of Kuala Lumpur, Malaysia with dealings in fast-moving consumer goods (FMCG). We have operations in Indonesia, Hong Kong, Singapore, Taiwan, and Thailand. In line with our expansion, we seek for-sighted skilled and creative individuals of high caliber to grow with us.</div>"