Executive Assistant and Office Manager, Malaysia

Who We Are:

BowerGroupAsia, Inc. (BGA) is the preeminent government affairs and public policy advisory firm supporting the world’s leading multinational companies in the Asia-Pacific. With 22 offices in the Asia-Pacific, BGA staff provide bespoke services to clients in 25 markets across the region. We seek a talented, highly motivated Executive Assistant and Office Manager to join our team in Kuala Lumpur.

Position Responsibilities:

Support for BGA Malaysia Managing Director (MD)

  • Manage BGA Malaysia MD’s schedules/Outlook calendars and arrange appointments, meetings and engagements on MD’s behalf.
  • Provide appropriate lead times and reminders, following up on scheduled appointments, taking the initiative to manage scheduling conflicts, preparing meeting material and confirming regular meetings.
  • Collect receipts and complete MD’s monthly expense/reimbursement report.
  • Ensure legal documents (e.g. visas, passport, etc.) of BGA Malaysia MD are up-to-date and assist in renewal process.
  • Support BGA Malaysia MD in responding to requests and tasks in orderly, planned and timely fashion.
  • Support BGA Malaysia MD with meeting or presentation preparation when necessary, including coordinating conference calls.
  • Arrange BGA Malaysia MD’s travel for business, including flights, ground transport, hotel, meetings, etc., according to company policy.
  • Other duties, as required.

Office Administration and Finance

  • Work closely with accounting office for staff’s reimbursement, office expenses and petty cash report, insurance, taxes and other financial matters.
  • Oversee daily office management, including managing office supplies, filing documents, receiving and flagging mail, etc.
  • Work closely with other BGA offices to manage clients’ administrative requests and other related tasks.
  • Respond to general inquiries and requests from internal and external stakeholders, answering, screening and directing calls, emails, and other messages.
  • Record and track staff leave.
  • Arrange logistics for visiting guests and organize office events, as required.
  • Other duties, as required.

Strategic Initiative Implementation and Quality Control

  • Serve as the lead implementer for the BGA Malaysia office of BGA company-wide strategic initiatives, including Salesforce, Lue, Quip, etc.
  • Work with BGA Head of Research to develop and refine templates for the Malaysia team that are easy to use and replicable, and which ensure consistency among markets.
  • Facilitate communication and share best practices between BGA Malaysia team and other BGA teams.
  • Other duties, as required.
Job Requirements:

The ideal Executive Assistant and Office Manager candidate will be experienced in a wide range of office administrative and executive support-related tasks. He or she should be able to work independently with minimal supervision. This person must be extremely well-organized, collegial and enjoy the administrative challenges of supporting a fast-growing team.

The ability to interact effectively both inside the company and externally, in a fast-paced environment, while remaining flexible, proactive and efficient, is crucial to this role. Excellent written and verbal communication skills, strong computer and calendar management ability, proficiency at bookkeeping and information management, and attention to detail are required.

Specific qualifications include:

  • At least three years professional or relevant experience in institutional administration and/or as personal or executive assistant to senior private sector or international organization director or CEO.
  • Sound organizational abilities and ability to simultaneously manage multiple tasks.
  • Excellent calendar management, scheduling, logistics skills.
  • Computer proficiency in word processing, Excel, Outlook and other software and in Internet applications.
  • Native level Bahasa Malaysia and business level fluency in English is required.
  • Excellent verbal and written communication and interpersonal skills in both English and Bahasa Malaysia.
  • Minimum bachelor’s degree or equivalent education or relevant experience.
  • Interest in and understanding of the intersection of government and business.
  • Commitment to collegiality and superior sense of discretion and confidentiality.

Interested parties should send a CV/resume to asrulhadi@bowergroupasia.com along with a brief cover email that explains your interest in the position. Applications will be accepted until the position is filled.