387 Executive Assistant jobs in Malaysia

The University of Hong Kong

Apply now Ref.: 532830

Work type: Full-time

Department: Faculty of Education (1000)

Categories: Executive / Technical / Support

Hong Kong

Executive Assistant (at the rank of Clerk II) in the In-service Teacher Education Programme (INSTEP) Office of the Faculty of Education (Ref.: 532830)

We are looking for an Executive Assistant to join the In-service Teacher Education Programme (INSTEP) Office of the Faculty of Education.

The Role

The appointee will provide administrative and clerical support for in-service teacher professional development programmes and consultancy/research projects commissioned by external agencies, including the Education Bureau, as well as training programmes in Mainland China. Responsibilities include coordinating and managing programme applications and admissions, handling inquiries, delivering services, and evaluating outcomes. The appointee will also draft correspondence, reports, and meeting notes, manage financial matters, and perform other assigned duties. The role may involve occasional work on weekday evenings and/or Saturdays and occasional travel to Mainland China.

Qualifications And Qualities

Applicants should possess a Bachelor’s degree and have at least 2 years of relevant work experience, preferably in tertiary institutions. A strong command of both written and spoken English and Chinese is essential. Proficiency in IT, including word processing in both languages and PC applications (such as MS Word, Excel, PowerPoint, and Outlook) is required. Applicants should demonstrate good organisational, interpersonal, and communication skills, with the ability to prioritise multiple tasks and work both independently and collaboratively. They should be fast learners, self-motivated, eager to learn, responsible, flexible, and detail-oriented.

What We Offer

The appointment will be made on fixed-term full-time contract for 2 years, to commence as soon as possible with the possibility of renewal subject to satisfactory performance. A highly competitive salary commensurate with qualifications and experience will be offered, together with contract-end gratuity and University contribution to a retirement benefits scheme at 10% of basic salary. Other benefits include annual leave and medical benefits.

How To Apply

The University only accepts online application for the above post. Applicants should apply online and upload an up-to-date C.V. Review of applications will start as soon as possible and continue until August 15, 2025 , or until the post is filled, whichever is earlier. Shortlisted candidates will be invited to attend a written test and an interview.

Advertised: Aug 1, 2025 (HK Time)

Applications close: Aug 15, 2025 (HK Time)

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• Provost and Deputy Vice-Chancellor
  
  

We are seeking a highly organized and proactive person to provide Administrative / Secretarysupport to the Director & office operation.

Roles & Responsibility

• Provide comprehensive administrative support to executives, including managing calendars, scheduling meetings, travel arrangements, etc.
• Manage and prioritize internal & external communications, ensuring timely responses and follow-up on action items.
• Participate in the management of office & fund operation to enhance efficiency and compliance.
• Assist in the preparation of reports, presentations, and other documents for executive review.

Qualifications & Skills:

• Strong organizational and multitasking skills, with the ability to manage multiple priorities and deadlines.
• Excellent communication and interpersonal skills, with the ability to interact effectively with executives and stakeholders.
• Strong initiative and a positive attitude towards work, with a proactive approach to problem-solving.
• Proficiency in English and Mandarin.
• Degree and/or working experience in financial industry is preferred.

Interested applicants please apply and/or send your resume to

We're Hiring: Executive Assistant!

We are seeking an experienced and strategic Executive Assistant to lead our multidisciplinary optimization initiatives. The ideal candidate will have extensive experience in coordinating complex projects, document review capabilities, implementing optimization strategies, and driving operational excellence across multiple departments to achieve organizational objectives.

Location: KL Centre, Kuala Lumpur, Malaysia
Work Mode: Work From Office
Role: Executive Assistant

What You'll Do:
Serve as the primary point of contact between the MD and department heads or external stakeholders.
Analyze operational processes and identify improvement opportunities
Coordinate and follow up with heads of departments on project updates, timelines, and deliverables.
Prepare, summarize, and compile documents and briefs for MD’s review and decision-making.
Oversee document tracking, version control, and storage in compliance with internal and legal standards.
Prepare detailed reports and presentations for management
️Ensure confidentiality and proper record-keeping of sensitive information.

What We're Looking For:
Diploma or Degree in Business Administration, Corporate Governance, Law, or a related field.
Minimum 5 years of relevant experience in an executive support, administrative, or governance role.
Proficient in English, both written and spoken.
Prior experience in Company Secretarial work will be preferred.
Strong document review, summarization, coordination. analytical and problem-solving skills
Excellent time management, project management and leadership abilities
Proficiency in data analysis and optimization tools
High integrity and discretion in handling confidential matters.

• RM 6,000 - RM 7,500

Consultant In-Charge:
Andrea Low | |

Ready to make an impact? Apply now and let's optimize together!

Schaeffler is a dynamic global technology company and its success has been a result of its entrepreneurial spirit and long history of private ownership. Does that sound interesting to you? As a partner to all of the major automobile manufacturers, as well as key players in the aerospace and industrial sectors, we offer you many development opportunities.

A) BUSINESS SUPPORTING (60%)

Secretarial & Office Management

• Full secretarial support to Country Manager (incl. travel arrangements),
• Handle and take care of specific correspondence such as incoming Emails, mail addressed to the Country Manager and documents, if instructed by the Country Manager
• Communicate Country Manager’s direction to Country Manager’s direct reports and respective functional heads as and when needed

Special Projects

• Active involvement and participation in business discussions and projects
• Supporting coordination of the projects in terms of timeline, breakdown of tasks and resources required
• Proactive follow up with the team members and key stakeholders on the progress of various projects and proposing next steps to be taken
• Updating project charters based on follow ups with the team

Presentations and reports

• Preparation of presentations for internal and external meetings
• Preparation of Internal reports
• Reading & understanding the sales & business reports and proactively ask for explanation of the deviations/ corrective actions

Target setting and achievement tracking

• Supporting yearly target and key priorities cascading for the direct reports of the supervisor.
• Tracking target achievement status of Industrial and Automotive sales team

Meetings management

• Arranging and managing the meetings in terms of participants involved, meeting rooms/ external venue, draft agenda for all business meetings (including Town Halls, Head of Department Meetings), minutes taking and action points follow-up.
• Organizing and maintaining calendars in Outlook and making appointments.
• Preparation for customer meetings
• Act as deputy for Country Manager in meetings where Country Manager is absent
• Support in market and business research activities
• Assist in leads generation and qualification for sales team
• Maintain Salesforce system database and reporting
• Analyze relevant market & customer information and present findings and recommendations proactively to Country Manager and respective Head of Sales

Human Resource

• All personnel support topics at site
• Prepare related HR reports

Marketing

• Attend to SEA marketing meeting, strategy and corporate communication
• To support corporate events and marketing related topics and activities as and when required
• Travel arrangements such as accommodation/flight/taxi/visas/car rental reservation for Manager and visitors
• Travel expense claims settlement

Office Management

• Responsible for office management, such as office maintenance, CREM management and process, and liaise with building management officer.
• Tracking changes of the Organization charts and Job descriptions for the direct reports of the supervisor
• Maintaining office systems, including data management and filing

• Bachelor’s Degree (preferably in business-related field), Min. 3 years relevant work experience
• High proficiency in oral and written communication on all levels (English is a must; one other Asian language is preferred)
• Can work accurately with sophisticated tools such as MS Office, video and web cast equipment, netmeeting, etc.
• Good communication and presentation skills
• Well organized and equipped with a “can-do-attitude”
• Capable of demonstrating a “down-to-earth attitude” at all times
• Good team player
• Independent, self-motivated and loyal working style
• Can treat information with the highest degree of confidentiality
• Friendly and service oriented to employees, customers, suppliers and visitors
• Capable of working under high pressure at certain times
• Great project management and follow-up skills, with the ability to communicate and manage the expectations of different stakeholders, departments and senior management

As a global company with employees around the world, it is important to us that we treat each other with respect and value all ideas and perspectives. By appreciating our differences, we inspire creativity and drive innovation. In this way, we contribute to sustainable value creation for our stakeholders and society as a whole. Together, we advance how the world moves.

Exciting assignments and outstanding development opportunities await you because we impact the future with innovation. We look forward to your application.

Job Description:

DXC is the world’s leading independent, end-to-end IT services company, helping clients harness the power of innovation to thrive on change. DXC Technology is a multi-billion dollar company with a 60-year legacy of delivering results for thousands of clients in more than 70 countries. Our technology independence, global talent, and extensive partner network combine to deliver powerful next-generation IT services and solutions. DXC invents, engineers, and delivers technology solutions that drive business value, create social value, and improve the lives of our clients.

DXC has an inclusive and diverse culture and offers its employees a supportive team environment and career development opportunities.

As part of DXC’s Administrative Services Team, the Executive Assistant provides support to optimize efficiency and effectiveness for three Senior leaders.

This role would suit an experienced, confidential, and highly motivated Executive Assistant. The role is varied, busy and liaises closely with internal and external stakeholders at all levels. The Senior Associate Administrative needs to be highly organised, flexible and have excellent prioritisation skills.

Personal attributes would require the Executive Assistant to be energetic, positive, self-motivated, and a team player, with strong written and verbal interpersonal skills. A proven ability to build constructive relationships with external and internal clients is important. A demonstrated, successful track record in a similar senior role and experience working in a fast-paced corporate environment are required.

CORE RESPONSIBILITIES

DXC is a fast-paced and performance-driven environment, with responsibilities and priorities that change daily. Core duties include, but are not limited to :

• Highest level of confidentiality and discretion concerning DXC company and employee information.

• Regularly liaises with internal and external stakeholders to schedule meetings, provide direction, and assist in resolving issues.

• Efficient diary management, ensuring that often complex schedules make efficient use of time. Includes compiling meeting agendas and presentations, reserving rooms, managing technology, minute taking and coordination of meeting actions.

• Coordinates often complex travel arrangements whilst adhering to DXC’s Travel Expense and Reimbursment Policy.

• Prepares expense reports in Concur Expense Management System in a timely manner, and compliance with DXC’s Travel Expense and Reimbursement Policy.

• Act on behalf of the Manager to review and approve travel and entertainment requests in accordance with DXC’s Travel Expense & Reimbursement Policy.

• Performs specialised administrative duties appropriate to the business unit, including but not limited to assisting with on-boarding & off-boarding employees, coaching around business processes & procedures, drafting correspondence and managing databases.

• Provides general guidance and assistance to team members as appropriate.

• Support, participate, and contribute to the Administrative Services Team activities, including workstreams and team meetings.

• Other adhoc tasks as required.

EXPERIENCE

• Minimum six years’ experience in a similar role (eg. Team Assistant, Office Administration Manager, Office Manager, Personal Assistant).

• Proficient in Microsoft Office 365.

• Experience working for multiple managers.

• Experience working in a multi-national organisation is desirable.

SKILLS AND ATTRIBUTES

• Excellent attention to detail, accuracy and a passion for getting things done.

• Ability to independently plan and prioritise multiple and competing demands.

• Excellent organisational and problem-solving skills.

• Strong communication and interpersonal skills.

• Ability to maintain confidentiality and discretion.

• Ability to create and maintain formal and informal networks.

• Ability to work independently and in a team.

CAPABILITIES

Personal Effectiveness: Utilises skills, energy and time to achieve goals whilst embracing DXC’s CLEAR values.

Learning Agility:Takes responsibility for your own learning by undertaking optional and mandatory training and development opportunities provided by DXC.

Collaboration: Engages with others to achieve organisational goals and works collaboratively to create solutions that benefit all stakeholders.

Driving Results: Demonstrates leadership skills to support business unit and DXC success.

At DXC Technology, we believe strong connections and community are key to our success. Our work model prioritizes in-person collaboration while offering flexibility to support wellbeing, productivity, individual work styles, and life circumstances. We’re committed to fostering an inclusive environment where everyone can thrive.

Recruitment fraud is a scheme in which fictitious job opportunities are offered to job seekers typically through online services, such as false websites, or through unsolicited emails claiming to be from the company. These emails may request recipients to provide personal information or to make payments as part of their illegitimate recruiting process. DXC does not make offers of employment via social media networks and DXC never asks for any money or payments from applicants at any point in the recruitment process, nor ask a job seeker to purchase IT or other equipment on our behalf.More information on employment scams is availablehere .

• Actively manage service recipient’s mailbox including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses
• Manage any appointment/scheduling conflicts in the best possible ways
• Work closely with stakeholders and ensure that all meetings/appointment details are updated in the service recipient’s calendar, accurately and timely
• Mark leaves, working from home, public holidays as per locations and travel itineraries on the calendar, where appropriate
• Prepare and coordinates meetings including publishing agenda and recording minutes/actions accurately
• Coordinate weekly huddle and track action (follow-up to ensure closure of outstanding actions)
• If participants include external parties for physical meeting appointments, ensure there is a local support to meet-and-greet visitors and abide by local protocols
• Actively participate in all staff engagement activities organised by team members and assist in coordinating activities to make an event successful
• Plan itinerary appropriately to ensure sufficient buffer for touch-down and departure for traveller
• Ensure travel-related documents are prepared ahead (including VISA/immigration requirements, etc)
• Check for traveller’s preferences (such as room type, bed type, smoking/non-smoking needs, dietary restrictions, allergies, etc) and make necessary arrangements accordingly
• Review and validate any travel and expenses claims submitted for approval, and collect all relevant receipts from service recipients or requester
• Enter details in the system with correct code and descriptions; submit for approval and follow-up till completion (approval), providing clarifications as required to claims approver (or approver’s delegate)
• Proactively guide service recipients or requester about limits as per Bank’s travel and expense policies, before expenses are incurred. Ensure adherence to budget plans, as required
• Manage filing of hard/softcopies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls
• Create/amend presentation decks in line with the Group’s style requirements
• Raise appropriate service requests (SRM) for technology-related services
• SharePoint administration (including file management, access, and technical issues)
• Undertake adhoc assignments or mini projects – project manage appropriately to ensure deliverables are as per target timeline, with regular progress updates provided to stakeholders or accountable executive
• Follow up on quotations and select the vendor and to ensure vendor details are entered in the system and is approved as well
• Raise eProcurement (vendor invoices) and ensure payment are submitted in a timely manner
  
  

• Office applications and not limited to Outlook, Word, Excel, PowerPoint, Teams, Skype, BlueJeans, Edge, etc
• Business correspondence skills with excellent proficiency of English – written and spoken
• Typing and/or short-hand – good typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes
• Experience in hosting and facilitating calls or meetings
  
  

• Bachelor’s Degree / Graduates from a recognised university.
• 3 – 7 years of relevant work experience as an Executive Assistant, Personal Secretary Administrative Assistant in an international firm preferred.
• Any secretarial course / certification will be an added advantage.
  
  

• Do the right thing and are assertive, challenge one another, and live with integrity, while putting the client at the heart of what we do
• Never settle, continuously striving to improve and innovate, keeping things simple and learning from doing well, and not so well
• Are better together, we can be ourselves, be inclusive, see more good in others, and work collectively to build for the long term
  
  

• Core bank funding for retirement savings, medical and life insurance, with flexible and voluntary benefits available in some locations.
• Time-off including annual leave, parental/maternity (20 weeks), sabbatical (12 months maximum) and volunteering leave (3 days), along with minimum global standards for annual and public holiday, which is combined to 30 days minimum.
• Flexible working options based around home and office locations, with flexible working patterns.
• Proactive wellbeing support through Unmind, a market-leading digital wellbeing platform, development courses for resilience and other human skills, global Employee Assistance Programme, sick leave, mental health first-aiders and all sorts of self-help toolkits
• A continuous learning culture to support your growth, with opportunities to reskill and upskill and access to physical, virtual and digital learning.
• Being part of an inclusive and values driven organisation, one that embraces and celebrates our unique diversity, across our teams, business functions and geographies - everyone feels respected and can realise their full potential.
  
  

This job is an Executive Assistant role where you'll manage schedules, organize documents, and process expenses. You might like this job because it involves connecting with clients and vendors, especially from China, and supporting leaders daily!

• Manage and coordinate complex calendars, meetings, and appointments for the supported leaders
• Prepare meeting agendas, take minutes, and follow up on action items
• Project Documentation
• Assist in preparing, editing, and organizing documents and reports for ongoing projects
• Ensure timely and accurate documentation submission and storage
• Manage and process staff expense claims, ensuring proper documentation and timely reimbursement
• Track and reconcile expense records as needed
• Communicate effectively with vendors and clients, particularly those based in China
• Handle correspondence, coordinate logistics, and manage basic translation or communication support (as needed)
• General Support
• Provide day-to-day assistance to the supported leaders to ensure their operational efficiency
• Handle ad-hoc administrative and coordination tasks as required

• Proven experience as an Executive Assistant or in a similar administrative role
• Strong organizational and time management skills
• Excellent written and verbal communication skills in English; proficiency in Mandarin is a strong advantage
• High attention to detail and ability to work independently
• Proficiency in MS Office Suite and online scheduling tools
• Experience in working with Chinese vendors or clients is a plus

Join to apply for the Executive Assistant role at TWI

Join to apply for the Executive Assistant role at TWI

Security requirements: If applicable, does the role require Security Clearance, DBS or Enhanced DBS or a BPSS?

Note : Applicants might receive offers and undergo interviews before the deadline, although the position will remain available for at least seven days. We recommend submitting your application for this role as soon as you can during the recruitment process, prior to the closing date.

Description of role:

Please describe the role here. The advert should be concise and engaging.

• Office Management and Support
• Provide administrative support including but not limited to calendar management, schedule of meetings with internal and external customers, prepare official correspondence to internal & external parties, travel arrangements, filing, preparation & compilation of reports & presentation materials.
• Preparation materials and presentation slides for internal and external meetings / events.
• Analyse information and draft reports/findings as assigned.
• Capture minutes / action items of meetings and follow-up with the relevant parties on the action plan.
• Assist in monitoring service level and performance of the department.
• Review, sort and categorize all incoming information / documents / emails / calls as required and delegate to the respective department and where necessary, ensure closure to matters arising.
• Demonstrate professional conduct in Interaction with senior management personnel & all levels of staff.
• Conduct research and compile data for meetings, projects, and reports.
• Organize and maintain files and records, ensuring confidentiality and security.
• Office Administration
• Assist/ Participate in coordinating and organizing functions and events by the department.
• Provide views/recommendation on office sitting arrangements and office resources required.
• Documentations ie monthly reporting, expense reporting
• Travel organizing and planning with itenery to both UK and regional offices.
• Coordinate project or support project manager/teams as assigned during planning and implementation including meeting coordination, drafting approval memos and communication materials and tracking timelines.
• Track all issues reported and ensure timely solutions are provided or by relevant stakeholders. Monitor project activities timelines / deadlines and provide timely reminders until activities are done
• Coordinate on VIP visits to Malaysia

Requirements of role:

• Bachelor’s degree in business administration/finance/any related fields.
• At least 5 years of relevant experience as a C-Suite Executive Assistant.
• Strong coordination, multi-tasking skills and strong Interpersonal skills
• Excellent proficiency in MS Excel, Word & PowerPoint
• Able to work with tight deadlines & flexible working hours beyond office hours when needed.
• Proactive and anticipatory, able to think ahead and plan accordingly.
• Very detail-oriented and thorough in task execution.
• Flexible and adaptable to changing priorities whenever needed.
• Dependable and trustworthy, with a high level of integrity.

For further details, please follow the Job Description link below :

Travel :

This position may require regular travel both in the UK and abroad.

About us:

TWI Ltd is a world expert in engineering, materials and joining technologies with significant property assets. We provide industry with advice and know-how in design, fabrication, failure analysis and prevention.

We offer opportunities to collaborate with inspiring and expert teams and a supportive environment in which you are actively encouraged to share your ideas and continually develop your own skills and knowledge.

If you are looking to join an organisation that is fuelled by innovation, teamwork, and openness, this role could be for you.

Diversity statement:

TWI Ltd is committed to treating all employees fairly and to being an inclusive employer. Our aim is to create a work environment where our employees can reach their full potential. We put Equality, Diversity and Inclusion at the heart of our people practices to attract, develop and retain the best talent.

Inclusion:

We recognise that it’s the differences of our people that gives us our competitive edge and enables us to maintain our world leading reputation. This is why we are committed to ensuring there is diversity across every level of our organisation; representative of the Members and societies we serve. We have made Inclusion our number one corporate value to demonstrate our commitment to ensure it is at the core of everything we do at TWI.

Disability Confident Scheme :

We are pleased to confirm that we have achieved the first stage accreditation, which means we are a ‘Disability Confident Employer’. This is a government-supported scheme that supports organisations like TWI to make the most of the talents that people with disability can bring to our workplace. The scheme helps us recruit and retain great people; draw from the widest possible pool of talent; secure high-quality employees who are skilled, loyal and hardworking; and improve employee morale and commitment by demonstrating that we treat all of our people fairly.

Why work for TWI?

We offer a competitive salary, annual performance bonus, EPF and SOCSO contributions, 18 days of annual leave, private medical and dental coverage, career development and training opportunities, free onsite parking, and other staff benefits.

We know that balancing work and personal life can at times be challenging. This is why we continue to review and implement family friendly policies including hybrid working, flexible working, enhanced maternity pay and paid parental leave.

• Seniority level Mid-Senior level

• Employment type Full-time

• Job function Administrative

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