Executive Assistant

Industry: Coffee Manufacturing

Department: Administration

Position Title: Executive Assistant

Location: Klang Valley

Overview:

We are seeking an exceptional Executive Assistant to support our Board of Directors during transition and support businesses in Malaysia. This role is essential for facilitating a seamless integration of business operations and cultural adaptation, ensuring that our leadership can navigate the local landscape effectively.

Key Responsibilities:

Business Transition Support:

• Assist in the planning and execution of strategic initiatives to ensure a smooth transition in business practices.
• Collaborate with department heads to identify potential challenges and opportunities during the transition, providing actionable insights based on business acumen.
• Analyze market trends and local competitive landscapes to inform decision-making processes.
• Coordinate meetings, prepare agendas, and take minutes for board meetings, ensuring clear communication across all levels of the organization.

Cultural Integration:

• Research and provide insights into local customs, business etiquette, and social norms to help the Board adapt to Malaysian culture.
• Organize cultural orientation sessions and team-building activities to foster relationships between expatriates and local employees.

Logistical Coordination:

• Manage travel arrangements, accommodation, and transportation for the Board members and visiting dignitaries.
• Oversee day-to-day operations to ensure the environment is conducive to productivity and well-being.

Stakeholder Engagement:

• Act as a liaison between the Board and local stakeholders, including government agencies, business partners, and community organizations.
• Facilitate communication with local staff, ensuring their concerns and insights are represented to the Board.

Business Analysis and Reporting:

• Assist in the preparation of business reports and presentations that evaluate current operations and recommend improvements.
• Monitor key performance indicators (KPIs) during the transition and provide regular updates to the Board.
• Help identify and assess potential partnerships or collaborations that align with business objectives.

Administrative Excellence:

• Maintain an organized filing system for confidential documents and ensure compliance with local regulations.
• Prepare reports, presentations, and other documents as required by the Board.

Personal Assistance:

• Provide personal assistance to the Board members as needed, including scheduling personal appointments and managing personal tasks.

Qualifications:

• Bachelor's degree in Business Administration, International Relations, or a related field.
• Proven experience as an Executive Assistant or in a similar role, preferably in an international context.
• Strong business acumen with the ability to analyze and interpret data and market trends.
• Exceptional organizational skills with a keen attention to detail.
• Excellent verbal and written communication skills in Mandarin, English & Bahasa Malaysia is a must.
• Ability to maintain confidentiality and exercise discretion.
• Proficient in Microsoft Office Suite and other relevant software.

Attributes:

• Adaptable and resourceful, with a proactive approach to problem-solving.
• Strong interpersonal skills, with the ability to build relationships across diverse cultures.
• A positive attitude and a genuine interest in helping others succeed.