Executive Assistant / Company secretary (Ecommerce)

Role Summary:

As the Executive Assistant to the C-Level Executives, you will play a vital role in ensuring the smooth operation of the executive office in a fast-paced e-commerce environment. You will handle administrative, operational, and strategic tasks, including managing contracts, preparing quotations, and assisting with forecasting. This role requires strong organizational skills, attention to detail, and the ability to work proactively.

Key Responsibilities:

1. Calendar & Schedule Management

Manage complex calendars, schedule meetings, and prioritize time for C-level executives.

Anticipate scheduling conflicts and resolve them efficiently.

Coordinate travel arrangements, including flights, accommodations, and itineraries.

2. Communication & Correspondence

Act as the first point of contact for executives, screening calls and managing emails.

Draft, edit, and review emails, memos, reports, and presentations.

Facilitate communication between executives and internal/external stakeholders.

3. Contract & Quotation Preparation

Prepare, review, and organize contracts, ensuring compliance with company policies.

Draft and manage client quotations, ensuring timely submission and accuracy.

Maintain a centralized repository for contracts, quotations, and related documents.

4. Forecasting & Documentation Support

Assist executives in forecasting and planning activities.

Gather data, conduct research, and create reports to support decision-making.

Maintain accurate records of forecasts, reports, and documentation.

5. Meeting Coordination

Organize and coordinate executive meetings, including preparing agendas and materials.

Record meeting minutes and ensure follow-up on action items.

Arrange virtual meetings and ensure the smooth operation of technology during calls.

6. Administrative Support

Maintain and organize confidential records, contracts, and documents.

Handle expense reports, reimbursements, and other financial documentation.

Support paperwork for new business opportunities, agreements, and vendor management.

7. Ad-hoc Tasks

Assist with planning and executing special projects and events.

Support cross-functional collaboration within the company.

Perform other administrative duties as needed to meet business objectives.

Education & Experience:

Bachelor’s degree in Business Administration, Communications, or related field.

3–5 years of experience as an Executive Assistant or in a similar role, preferably in e-commerce or a tech environment.

Skills:

Strong organizational and multitasking abilities.

Excellent verbal and written communication skills.

Proficiency in Microsoft Office Suite, G-Suite, and document management tools.

Familiarity with financial forecasting and basic accounting principles is a plus.

Ability to handle sensitive information with discretion and professionalism.

Other Requirements:

Professional demeanor and ability to manage multiple stakeholders.

Availability for occasional extended hours to meet critical business needs.

Key Attributes for Success:

Detail-Oriented: Ensures contracts, quotations, and paperwork are accurate and timely.

Proactive: Anticipates the needs of executives and takes initiative to address them.

Resourceful: Finds efficient solutions to challenges and adapts quickly.

Collaborative: Works well with others and supports team success.

Job Type: Full-time

Pay: RM4,000.00 - RM5,000.00 per month

Benefits:

• Opportunities for promotion
• Professional development

Schedule:

• Monday to Friday

Supplemental Pay:

• Performance bonus

Application Question(s):

• How long is your notice period in days?
• How much is your current basic salary for now?
• How much will be your expected salary if you are shortlisted for this role?

Experience:

• Executive Assistant: 1 year (Required)

Location:

• Shah Alam (Preferred)

Application Deadline: 01/30/2025