Executive Administrative Assistant

Responsibilities:

• Manage daily operations of the Malaysia Central Office including obtaining security access pass, facial recognition, liaison with the management office, upkeeping and maintenance of the office, pantry and stationeries replenishment, maintain inventory records and other administrative duties assigned by your line manager.
• Document and data handling – archive, filing, distribution and signing coordination.
• Building relationships and effective communication with school teams and XCL Education Malays.
• Assist C-Suite team members in calendar management, coordinating conferences and meetings, collating group data, assist in preparation of presentations (chart/tables/graph/reports), meeting agenda, minutes writing including minutes of Board meetings, newsletters, MS Surveys, and whenever support required.
• Assist C-Suite team members in travel arrangements, management of expenses such as claims submission, obtaining approvals, photocopying, distribution and printing.
• Coordinating meetings - location management such as meeting rooms, table reservations, refreshments and meals coordination and arrangements.
• Vendor sourcing, requisition process & coordination, booking/reservation of hotel, flight, transportation, visitors’ pick-ups, team lunch or dinner coordination and takeaways.
• Provide support on an ad-hoc basis from time to time in Malaysia Central Office, administrative support work such as manage communication and telephone system, incoming & inter-departmental documents/parcels such as mails, couriers and other duties assigned by your line manager.

Position Requirements:

• Minimum 3 years’ experience in an administration position with tertiary education.
• High Level Proficiency in MS Office Suites.
• Ability to demonstrate a high level of accuracy and meticulous attention to detail.
• Excellent communication skills and good command of English and Bahasa Malaysia in written and verbal. Knowledge of other local dialects will be an advantage.
• Ability to work independently with minimal supervision in a team environment.
• Ability to manage and prioritise internal and external demands, coordinate office systems and procedures.
• Diplomatic, discreet and able to keep confidentiality at all times, with high interpersonal and negotiation skills.
• Flexibility and adaptability in multi-tasking and willingness to work extra hours to meet deadlines.