Overview
Executive Assistant, Asia Business Operations – Contract | Up to RM10,000 Jobs in WP. Kuala Lumpur, Federal Territory of Kuala Lumpur, Malaysia at Adecco
Title: Executive Assistant, Asia Business Operations – Contract | Up to RM10,000
Company: Adecco
Location: WP. Kuala Lumpur, Federal Territory of Kuala Lumpur, Malaysia
Position: Executive Assistant, Asia Business Operations
Industry: Software & Technology
Working Duration: 18 months contract (Fixed)
Working Day/Hours: Monday – Friday; 8:30am – 5:30pm / 9am – 6pm
Working Location: Menara Shell, No.211, Jalan Tun Sambanthan, 50470 Kuala Lumpur
Salary: Basic up to RM10,000 (Based on experience + skills) with statutory contribution + leave entitlement + medical insurance + completion bonus
The position is a contractor, an individual contributor role who will report to CELA Asia Business Manager and based in Kuala Lumpur. This role will partner closely with CELA Asia team and Business operation team to provide business administration, operations support, program management and finance management for the team.
Key Responsibilities/Accountabilities
1. Leader Support
Travel Coordination
• Organize travel plans and itineraries for CELA Area Leads and other leadership team
• Schedule transfers and accommodation for CELA AREA team for major events such as Fast Start, Summit and offsites
• Manage visa application and approvals as required
Calendar Support
• Support CELA AREA Lead and other leadership team with calendar management and scheduling
• Partner with CELA AREA and Asia Business Manager to manage the ROB Calendars for CELA Asia and team beyond
Expense Support
• Claim the expense reports for area leads by understanding travel & entertainment policy for all Asia areas
• Reimburse the travel expenses in a timely manner with right process
2. Team Support
Event Management
• Partner with CELA AREA Lead and CELA Asia Business Managers to manage and support events including executive visits, Fast Starts and AREA outreach events
• Assist with event logistics including venue sourcing, room booking catering, equipment hire and testing, meeting set up logistics and content collation.
• Coordinate with venue procurement vendors to identify, source and secure venues as required
IT Support Liaison
• Work with Global IT and CELA Asia/AREA Business Manager to on asset procurement and management
• Work with Global IT help desk to support team for CELA AREA personal computer and device needs
Team Operations
• Provides general business administration and orchestration support for CELA AREA AGC , CELA AREA team and work as an admin pool model across Asia as required
• Provide business support to CELA AREA team to assist with their execution of CELA priorities, and in how they coordinate and collaborate with each other
• Support CELA AREA team to map out the agenda for Team meetings and ensure the manager is well briefed with the right documents for the travel and meetings.
• Support CELA team on business and morale event including organizing team activities and logistics of online and offline engagements and events
• Ensure rigorous follow up on all meetings, projects, and requests
3. Spend Management
• Support CELA Asia/AREA and business Managers on AREA overall fiscal stewardship and quarterly financial accountability commitments
• Alert and escalate finance issues to CELA AREA Lead and CELA Asia Business Manager
• Support CELA AREA/Asia team on procurement process including the timely raising of matters, purchase orders, cross charging and correct IO and account code
• Track monthly expenditure to help CELA AREA Business manager monitor spend and align resources against strategic priorities
• Help team with understanding Company’s procurement policies and ensuring procurement and spend is completed with due diligence and in full compliance of Company policy
4. Business Support Community
• Work collaboratively within Business Management and Operations community in CELA AREA, Asia and Company
• Contribute effectively to activities and initiatives for this community
• Update the group aliases and group # DL management
• Proactively approach for growing this community
• Share, learn and contribute to Business Support community in a regular basis
5. Program Management
• Support Asia AGC, attorneys, and team members in Corporate, External and Legal Affairs Department (CELA) on internal relationships with internal and external stakeholders; assist policy trend/analysis such as legal research and policy updates.
• Provide project management and administrative support to CELA Asia AREA team on risk assessment, policy communication, program follow up, external and internal engagements.
• Maintain and update required documents for CELA AREA team. Documents updates may include events, cases, regulations, policy development trend, articles and news in relation to analysis.
• Provide daily consultation to business team on internal collaboration- support multiple stakeholders by counselling on Company policy, prepare and provide data and materials for internal stakeholders. Work collaboratively with teams across the company, including MCAPS, Engineering and the entire CELA department.
• Assist the CELA AREA team and business manager by managing budget spending, event tracker, follow up with case reporting, etc.
• Other requests and assisting tasks assigned by the CELA AREA team and OneCELA Asia business management team.
• Support communication rhythm with the CELA Asia/AREA Business Manager on special events/programs/holidays
• Help CELA AREA lead and CELA Asia/AREA Business Manager manage and maintain Team sites and SharePoint
Key Competencies/ Requirements of the ideal candidate:
• Experienced in administrative support and teamwork
• Ability to manage multiple stakeholders and team
• Demonstrated ability on handling complex international travel arrangements and visa applications
• Familiarity in using Finance and Travel tools and systems. A good knowledge of Company Finance and Business Intelligence Tools including T360, Powerbase, MyOrder, MS Invoice and Informa would be an advantage.
• Ability to manage virtual and in person events, systems, and processes
• Strong organization, planning and coordination skills
• Ability to multi-task and juggle simultaneous demands
• Shows good maturity and sound judgment
• Positive interpersonal styles and can communicate effectively with internal business partners and external stakeholders
• Self-motivated and uses value judgement to deliver tasks
• A power user of Microsoft O365. Experience with Teams and team apps including OneNote, SharePoint and Planner would be an advantage
• Results-oriented, and willing to go the extra mile to get the job done
• High attention to detail, flexibility to adapt quickly to changing needs and willing to take on new challenges
• Confident, positive, and cheerful Team player with high team spirit
• Good written and oral English communication skills.
If you are interested to apply, please forward your latest resume to [email protected] or [email protected]
Subject: Executive Assistant, Asia Business Operations
