Executive Assistant

Company Background

We are representing our client a well established humanitarian organization that provides humanitarian and developmental aid worldwide.

Attractive Remenuration & Benefits Provided:

• Flexi working hours/hybrid work arrangement
• Medical and hospitalisation insurance (Employee & Dependent)
• Optical and dental (Employee & Dependent)
• Parental Leaves
• Dependency Allowance

Job Summary

This role is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor's day-to-day activities, as well as his/her section. This role also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

• Communication Support
• Administrative Support
• Operations Support

Job Responsibilities:

Communications Support

• On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensure timely submissions by staff of reports, correspondence and other documents.

Administrative Support

• Maintain the supervisor's calendar and arrange meetings.
• Organize official travel on behalf of supervisor.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor's signature reviewing for style, factual and grammatical accuracy.

Operations Support

• Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.

Capabilities:

Project Management

• Create project plans, objectives and deliverables
• Track and organize resources like time, budget, and team efforts
• Identify and report potential risks for further guidance

Collaboration

• Navigate organizational dynamics and adapt behavior to respond to different situations
• Choose appropriate words, tone and tailors' messages respectfully and persuasively to suit different audiences
• Write clear, concise and well-structured reports and documents using appropriate language
• Pay close attention to what others are saying, asking questions for clarification
• Present ideas and information clearly in front of groups

Problem Solving

• Analyze data, identify trends, patterns and anomalies
• Evaluate information, analyze problems, identify underlying causes and risks
• Summarize and communicate findings, focusing on actionable insights to support decision-making
• Make decisions in time-sensitive situations, even with incomplete information
• Assess the potential impact of solutions (costs, benefits and risks)

Digital Dexterity

• Utilize AI-powered tools and platforms to automate data analysis
• Apply prompts to improve the quality of reports and data, ensuring alignment with internal regulations and policies
• Use specialist technology business systems and software
• Analyze and summarize data from various business systems to generate reports and insights.

Requirements:

• Minimum Diploma/Degree in Business Administration, Management or related field.
• Minimum 6 years of relevant administrative or executive support, preferably supporting senior-level managers.
• Strong organizational, planning, and prioritization skills, with the ability to manage multiple tasks proactively and anticipate needs.
• Self‑starter with a high level of initiative, confidence, and ownership of responsibilities.
• Proven ability to manage confidential and sensitive information with discretion, diplomacy, and sound judgement.
• Experience utilizing AI-powered tools and platforms to automate data analysis and apply prompts to improve the quality of reports and data
• Experience analyzing data, identifying trends, patterns and anomalies
• Excellent written and verbal communication skills, with the ability to engage professionally with senior leaders and diverse stakeholders.
• Proficiency in MS Word, Excel, PowerPoint, and corporate systems such as SharePoint and enterprise resource planning tools.

Qualified and interested candidates may apply online or email your updated resume to:

Adelene | adelene@ talentrecruit.com.my | +60123343582 (WhatsApp)

Only shortlisted candidates will be notified.