Job Title: Administration Executive
Location: Kuala Lumpur, Malaysia
Type: Contract
Job Summary:
We are seeking an Administration Executive plays a crucial role in managing and overseeing the daily administrative operations of an organization.
This position requires a blend of organizational skills, attention to detail, and the ability to manage various tasks simultaneously to ensure smooth office operations and support for different departments.
Key Responsibilities:
The duties and responsibilities are as follows but not limited to:
Manage complex calendars, with an understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of Country Manager's time, and provide timely reminders as necessary.
Schedule, coordinate and oversee a wide variety of internal/external meetings/events (local, offsite or virtual).
Documentation: organize any needed material in advance of the meetings, maintain files/record keeping systems and confidential files Organize travel arrangements; anticipate and coordinate travel and logistics needs.
Prepare company's documentation and assist in submission for new vendor registration, tender, proposal in accordance with company guidelines. Support business objectives under guidance by building working relationships with clients and client assistants to facilitate information flow and scheduling.
Establish and maintain systems to organize and manage details to ensure accuracy in all aspects. Maintain highest levels of internal and external confidentiality.
Provide general administrative support: typing, telephone support, mail, copying, faxing, filing, calendar functions, voice mail and e-mail distribution lists, maintaining marketing and any other databases as instructed from time to time.
Provide back-up assistance to other departments eg: sales/delivery as needed.
Please note that this position is not restricted to the responsibilities above and the job scope and responsibilities are subject to change.
You Bring (experience & Qualifications)
Ideally, minimum of 1 years of work experience gained in a professional services environment Able to multi-task in a fast-paced, deadline driven, service-oriented environment Team player yet able to work independently, with demonstrated ability to be flexible, responsive and to take initiative Demonstrate strong interpersonal skills able to work effectively with all levels of staff Convey a strong positive personal and professional image with excellent standards of professional behavior and ethics Strong organizational skills, ability to set priorities, display attention to details and is tenacious with follow-ups Excellent oral and written communication skills in English Consistently handle situations with tact and patience, and able to work well under pressure Highly motivated, energetic and resourceful Strong customer service orientation responds to customers' needs with a sense of urgency, and with a "How can I help" mindset. Excellent typing skills with strong Microsoft Office skills, especially in Word, Excel, Powerpoint