Job Description

Key Responsibilities

1. Executive & Strategic Assistance to HOD

• Executive Briefings & Materials: Prepare, compile, and format meeting materials, decks, reporting dashboards, and briefing packs prior to strategic executive meetings.
• Communications & Stakeholder Liaison: Draft, review, and handle internal and external correspondence on behalf of the HOD; serve as a professional gatekeeper and trusted point of contact for internal leadership and external partners.
• Strategic Tracking & Action Follow-Up: Attend leadership meetings with or on behalf of the HOD, capture actionable insights, and hold cross-functional team members accountable to commitment timelines and key performance indicators (KPIs).

2. Strategic Initiatives & Project Support

• Assist the HOD in executing strategic workplace initiatives, workflow automation projects (e.g., onboarding digitization), and continuous improvement programs (WITS).
• Act as a lead change agent during enterprise system migrations, tool rollouts, and policy changes across supported teams.

3. Employee Lifecycle & Operations

• Manage end-to-end onboarding/offboarding operational workflows, including hardware provisioning, access privileges, and system deactivations.
• Audit and continuously optimize operational workflows to eliminate administrative bottlenecks and elevate the overall employee experience.

4. Asset Management & Procurement

• Maintain and audit the department’s hardware and software inventory list to ensure complete data accuracy and compliance.
• Oversee asset lifecycle management, end-of-life disposal, Net Book Value (NBV) reviews, and coordination with IS/IT security teams.
• Execute procurement requests (laptops, supplies, software licenses) via SAP Ariba in strict compliance with corporate governance and budget limits.

5. Department Events & Regional Logistics

• Plan and execute end-to-end logistics for town halls, leadership off-sites, team-building sessions, and corporate celebrations.
• Partner with cross-border stakeholders (e.g., Malaysia counterparts and Marketing teams) to execute major regional events, such as the annual Delivery Kick-off (DKO).
• Oversee general department logistics, including travel itineraries, technical certification tracking, and general administrative requests.

Qualifications

Job Requirements

• Education: Bachelor’s Degree or Advanced Diploma in Business Administration, Management, or a related discipline.
• Experience: 3–5 years of progressive experience in an Executive Assistant or Senior Business Support role, directly supporting senior leaders or executive heads.
• Systems & Tools: Proficiency with procurement suites (e.g., SAP Ariba), calendar management tools, and asset management platforms.
• Executive Presence & Discretion: Exceptional professionalism, emotional intelligence, and absolute discretion when handling highly confidential strategic matters.
• Advanced Communication: Strong written and verbal communication skills; adept at writing formal memos, editing executive decks, and communicating across regional teams.
• Organization & Time Management: Outstanding organizational skills with a proven track record of managing competing priorities for senior leadership under tight deadlines.
• Process & Technical Aptitude: Advanced proficiency in Microsoft Office 365 (Outlook, PowerPoint, Excel, Teams); familiar with process optimization methodologies or automation tools.