Administrative Executive (4 months contract)

About The Companya global company, Malaysian branch of a global leader in the premium consumer goods industry. the parent company is recognized worldwide for its portfolio of iconic, high-quality brands that are cherished across different categories. we are passionate market builders dedicated to growing our brands responsibly and sustainably in the Malaysian market. We offer a dynamic, supportive, entrepreneurial, and highly professional work culture where people are encouraged to be themselves and collaborate to drive success.About The JobThe Administrative Executive is a critical support role responsible for ensuring the efficient and smooth day-to-day operations. The successful candidate will provide comprehensive administrative and operational support, maintain strict confidentiality, and contribute to a professional and positive work environment in line with our premium brand image.Job responsibilitiesOffice and Team SupportAdministrative Coordination: Manage and maintain the calendar, schedule meetings (internal and external), and handle appointment logistics for the [Reporting Manager/Team].Correspondence: Professionally manage incoming and outgoing communications, including phone calls, emails, and physical mail/packages.Documentation: Prepare, proofread, and format reports, presentations (e.g., PowerPoint), official letters, and other business documents with a high degree of accuracy and professional polish.Filing & Archiving: Maintain an efficient, organized, and confidential filing system (both physical and digital) for all departmental and company records, ensuring easy retrieval and compliance.Travel, Events, and Finance AdministrationTravel Management: Coordinate and book all domestic and international travel logistics, including flights, accommodation, visas, and detailed itineraries.Expense & Budget: Manage and reconcile the petty cash, process expense claims (e.g., through a system like SAP/Concur/Workday), and assist the team in tracking departmental budgets.Meeting Logistics: Coordinate all aspects of meetings, workshops, and team events, including booking venues, arranging F&B, and ensuring necessary equipment is available.Vendor Relations: Assist with vendor management, including processing invoices, purchase requisitions, and managing payment follow-ups.Office Management & Ad-Hoc DutiesSupplies & Inventory: Monitor, order, and manage office and pantry supplies efficiently, ensuring optimal stock levels.Facilities Liaison: Serve as the primary contact for office facility matters, liaising with building management, IT support, and external vendors for maintenance and repairs.Onboarding Support: Assist the HR team with administrative tasks related to new employee onboarding (e.g., desk setup, system access, supply allocation).Ad-Hoc Projects: Take on specific ad-hoc projects or tasks as required by the management team to support the overall business operations.