Institute Of Strategic & International Studies (ISIS) Malaysia Hiring! Full Time Executive Assistant, Executive Chairman's Office in Federal Territory - Ricebowl

Are you highly organised, proactive and able to manage multiple priorities with care and attention to detail? We are looking for an Executive Assistant to join the Executive Chairman’s Office and provide administrative and coordination support for the Executive Chairman’s internal engagements and office priorities. Working closely with the Private Secretary, you will help coordinate meetings, engagements, correspondence, documentation and follow-up across the organisation. The role involves working with internal departments and external stakeholders, and is suited to someone who is comfortable in a fast-paced environment, anticipates what needs to be done and takes pride in ensuring things run smoothly.

[Key Responsibilities]

Executive & office coordination

• Support the day-to-day operations of the Executive Chairman’s Office and assist the Private Secretary in coordinating the Executive Chairman’s internal meetings, appointments and engagements.
• Assist with scheduling and coordination of meetings and engagements, including confirming arrangements and ensuring that relevant information and materials are available in advance.
• Prepare and organise documents, reports, presentations, briefing materials and other materials required for meetings and engagements.
• Maintain organised records, files, contact information and other documentation relating to the Executive Chairman’s Office.
• Assist with general administrative matters to ensure the smooth functioning of the office.

Meeting & engagement coordination

• Coordinate logistical arrangements for internal meetings, institutional events and selected national-level engagements involving the Executive Chairman, including venues, agendas, meeting materials and other arrangements as required.
• Liaise with internal departments and external parties to coordinate meeting requirements and ensure that agreed arrangements are followed through.
• Attend meetings or engagements where required to provide administrative support, take notes and record relevant action points.
• Follow up with relevant departments or parties on action items, requests and commitments arising from meetings and engagements.

Correspondence & documentation

• Draft, edit and proofread routine letters, emails, invitations and other correspondence as required.
• Monitor incoming requests and correspondence relating to the Executive Chairman’s Office and coordinate appropriate follow-up with relevant parties.
• Assist in preparing responses, briefing notes and supporting information for the Private Secretary or Executive Chairman.
• Maintain proper records of correspondence, meeting documents and other relevant office records.

Administrative follow-up & coordination

• Track assignments, deadlines, requests and outstanding matters requiring follow-up across departments.
• Coordinate the collection of information and documents from relevant departments to support the Executive Chairman’s engagements and office requirements.
• Assist with administrative matters such as travel claims, reimbursements, invoices and other documentation where required.
• Support special projects and other administrative initiatives undertaken by the Executive Chairman’s Office.

General support

• Undertake information gathering, basic research and other assignments as directed by the Private Secretary.
• Provide support for other internal or external engagements as required.
• Perform other related duties assigned by the Private Secretary or Executive Chairman in support of the effective operation of the Executive Chairman’s Office.

[Job Requirements]

Education

• A diploma or degree in business administration, office management, international relations or a related field from a recognised institution.

Experience

• At least 2-4 years of relevant experience in executive support, administration, office coordination or a related role.
• Experience supporting senior management or executives will be an advantage.
• Experience coordinating meetings, events or stakeholder engagements is desirable.

Key competencies

• Strong organisational and time management skills, with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and strong follow-through.
• Good written and verbal communication skills in English and Bahasa Malaysia.
• Good interpersonal skills and the ability to communicate professionally with individuals at different levels, both within and outside the organisation.
• Proficiency in Microsoft Office and other digital tools used for document preparation, communication and coordination.
• Ability to work independently while coordinating effectively with multiple departments and stakeholders.
• Professionalism and discretion in handling confidential or sensitive information.
• Adaptable, resourceful and able to respond appropriately to changing priorities.

Personal attributes

• Proactive and solution oriented.
• Dependable and organised, with a strong sense of responsibility.
• Calm and composed when working under pressure or dealing with last-minute changes.
• Courteous, tactful and professional.
• A collaborative team player who is willing to assist where needed.

[Terms of Appointment]

This position is open to suitably qualified Malaysian citizens and is offered on a fixed-term contract of one (1) year, inclusive of a six (6)-month probationary period, with the possibility of renewal.

[Application]

Interested candidates may apply via this LinkedIn job post and submit the following documents either via LinkedIn message to our Recruiter, Dinie Zulkafli, or by email to *************:

• A one-page cover letter outlining their suitability for the role.
• A curriculum vitae or résumé (maximum three pages).

*This position will remain open until filled, and applications will be reviewed on a rolling basis. Due to the expected volume of applications, only shortlisted candidates will be contacted for an interview and skills assessment.