Executive Assistant EAP
Executive Assistant EAP
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Salary Not Disclosed
1 Vacancy
Job Description
Doka EAP is currently looking for an Executive Assistant EAP with extensive experience in executive support and office management who will serve as the key liaison for the Regional Director EAP and ensure the seamless coordination of daily operations.
If you are passionate about your work have an inner drive to succeed and a desire to learn and grow from your experience this could be the perfect next challenge for you.
Reporting directly to the Regional Director EAP this position seeks a highly organized and proactive individual with a strong background in executive support and office management. The ideal candidate will demonstrate exceptional communication and problemsolving skills. This position is based in Kuala Lumpur Malaysia.
You will be responsible for:
- Managing professional and personal scheduling for the Regional Director EAP including diary management scheduling meetings and calls
- Ensuring all necessary premeeting preparations are in place including liaising with key personnel
- Acting as a gatekeeper by managing time effectively prioritizing tasks and resolving scheduling conflicts
- Filtering emails drafting and responding to correspondence on behalf of the Regional Director EAP and prioritizing urgent matters
- Handling internal and external communications professionally ensuring timely followups
- Managing coordinating and arranging travel plans including hotel bookings transportation visa coordination and travelrelated logistics
- Proactively anticipating travel challenges and ensuring contingency plans are in place
- Compiling preparing and processing expenses as well as credit card reconciliation where needed
- Reviewing incoming requests and prioritizing them based on urgency and importance
- Providing critical insights and recommendations to help the Regional Director make informed decisions
- Anticipating needs and ensuring all relevant information is prepared in advance
- Creating editing and formatting reports Excel spreadsheets and PowerPoint presentations
- Assisting with data analysis dashboards and other business reports as required
- Preparing briefing notes and background materials for meetings
- Maintaining and organizing filing systems and internal databases
- Overseeing office administration including managing external contractors for pantry supplies stationery landlord communication travel agents courier services and cleaning services
- Serving as the first point of contact for visitors/guests to the office ensuring a professional and welcoming experience
- Planning and coordinating team meetings offsite events and leadership engagements
- Preparing agendas recording minutes and following up on action items
- Ensuring followups on commitments and actions from leadership discussions
- Identifying opportunities to streamline administrative processes and implement best practices in scheduling reporting and document management
- Keeping up with new technology to optimize digital tools for better productivity
- Ensuring compliance with company policies and procedures particularly in financial processes and sensitive communication
- Maintaining strict confidentiality and discretion with all sensitive information
- Acting as a trusted advisor and righthand support to the Regional Director EAP
- Providing general administrative support to the wider regional team
- Handling additional responsibilities based on business needs
Qualifications :
- Bachelors Degree in Administration Business or an equivalent education
- Minimum of five years of experience as an Executive Assistant supporting seniorlevel management
- Advanced level in all MS Office applications especially Excel and PowerPoint is crucial for this role
- Excellent command of the English language
- Exceptional communication skills with a professional supportive and proactive attitude
- Quick learner with the ability to think outside the box and find solutions
- Reliable confident team player with strong selfmotivation and a keen ability to offer suggestions and solutions
- Strong sense of confidentiality and diplomacy
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
