Preferred Qualifications - External

We are looking for an executive assistant to support the business development organisation, based in KL, Malaysia. 

The Business Development Group, based in Kuala Lumpur services ANZ, ASEAN, HK/TW, Korea and India markets with pipeline development activities.  Further business development resources are based in Japan, China as well as smaller teams in ANZ, Korea and India.

The BDG team produce pipeline for the sales organisation across the region. This is achieved through teaming with marketing and the Go To market teams to provide sales programs and marketing programs to drive calls, chat, and responses.  This team reports into marketing and liaises closely with sales across the region.  

The leader of this business for JAPAC is based in Singapore.  This EA role supports the head of the team and also provides some administration, event management and facilities support on the ground in KL.

Detailed Job Description:

Diary Management/Note Taking: This role is primarily funded to support the BDG leadership function.  This includes all administration and diary management, including cadence roll out and the booking of critical meetings for the BDG leader.  As the executive assistant the role requires agenda management, as well as at times, note taking in critical meetings.

Travel/Expenses:  The leadership role for BDG requires a good deal of travel.  It is therefore expected that the EA role supports all the booking and administration of this travel.  This includes liaising with the travel companies, booking flights, keeping details of account #s such as FF status and hotel memberships.  The role also includes managing copies of passport and visas.  The role must maintain relevant visas in particular for China and India.  It is expected that the role processes all receipts in a timely manner, and ensures that the AMEX corporate card expenses are fully claimed and expensed with the detailed receipts.

Events:  At times, the EA role is required to organise critical BDG management events. These can be mostly offsite in KL or in a foreign country. The EA role is to manage all logistics for the event including room hire, dinners, entertainment etc.  It is also expected that the role ensures timely communication and co-ordination of the event management.

General KL Management:  As the key contact in KL, the EA role also manages liaising with facilities re desk allocations, laptops and headset requirements.  At times the role will need to order this equipment for staff to ensure a successful onboarding experience for new hires.  This includes liaising with the enablement leader for JAPAC, based in KL.  

Awards:  The BDG team have quarterly and yearly awards.  The EA role manages these awards, keeps a central location of the awards, and conducts the allocation of these awards online.   At times, the EA will need to design new awards, and help collate critical presentations of the awards.

Presentations: At times, the EA role will need to provide photos, videos and some “fun” integration into the communication of quarterly updates and events.

Ideal candidates:

• Excellent administration skills.
• Knowledge our outlook and administration rights.
• Ability to use excel for project management needs.
• Excellent collaboration skills – working with others and supporting others.
• Eye for detail, and follow up.