About the Role

We are seeking a highly organized, proactive, trustworthy, and detail-oriented Executive Assistant to Directors to provide administrative and operational support to three directors of the company.

The successful candidate will be responsible for managing official documentation, preparing applications and forms, handling e-Filing and e-Kewangan matters, processing claims, coordinating submissions, and following up on various tasks assigned by the directors.

This role requires someone who is resourceful, responsible, able to manage multiple priorities, and committed to completing assigned tasks accurately and within the required deadlines. The candidate must be comfortable handling confidential information and working closely with multiple directors to ensure their administrative requirements are fulfilled efficiently.

Job Responsibilities

Executive & Management Support

Provide administrative and executive support to three directors in managing their daily official and administrative matters.

Handle tasks and assignments given by the directors, ensuring all requests are properly followed up and completed within the required deadlines.

Assist in completing application forms, official documents, declarations, registrations, and other submissions as instructed by the directors.

Coordinate with government agencies, financial institutions, professional service providers, and other relevant parties on matters assigned by the directors.

Follow up on pending applications, submissions, approvals, and outstanding matters until completion.

Organize and maintain important documents, records, correspondence, and files for the directors.

Assist in preparing official letters, emails, reports, and other documents when required.

Manage multiple assignments from different directors and prioritize tasks according to urgency and deadlines.

e-Filing, e-Kewangan & Official Applications

Assist the directors with e-Filing and other relevant online filing or declaration processes, subject to the applicable requirements and authorization.

Assist in managing e-Kewangan matters, including preparing information, completing forms, coordinating submissions, and following up on application status.

Prepare and compile the necessary supporting documents for official applications, registrations, declarations, and financial-related submissions.

Ensure all information submitted is complete, accurate, properly documented, and supported by the necessary records.

Coordinate with accountants, tax agents, financial institutions, or relevant authorities when necessary.

Maintain an updated record of application statuses, submission dates, reference numbers, supporting documents, and outstanding requirements.

Monitor important deadlines and remind the directors of pending submissions or actions requiring their attention.

Claims & Expense Administration

Prepare, compile, and process claims for the three directors, including travel, accommodation, transportation, entertainment, and other authorized business expenses.

Collect and verify receipts, invoices, supporting documents, and other records required for claim submissions.

Ensure claims are accurately prepared, properly supported, and submitted within the stipulated deadlines.

Maintain organized records of claims, reimbursements, and related correspondence.

Liaise with the Finance Department to follow up on claim verification, approval, and payment status.

Ensure all claims are handled in accordance with company policies and approval procedures.

Documentation & Confidentiality

Maintain systematic physical and digital filing systems for official documents, applications, claims, financial records, and correspondence.

Ensure documents are properly organized, updated, easily retrievable, and securely maintained.

Handle confidential company information and the directors' personal, financial, and business-related documents with the highest level of discretion.

Ensure that sensitive information is only shared with authorized parties.

Perform other administrative and management support duties as assigned by the directors.

Job Requirements

Malaysian citizen only.

Minimum 2–3 years of relevant experience in executive assistance, administration, management support, or a related field.

Diploma or Bachelor's Degree in Business Administration, Management, Accounting, Finance, or a related discipline.

Experience handling official applications, online filing systems, claims, documentation, and dealings with government agencies will be an advantage.

Familiarity with e-Filing, e-Kewangan, and other relevant online application systems is preferred.

Strong attention to detail and accuracy when completing forms, preparing claims, and managing official documents.

Excellent organizational and time-management skills, with the ability to manage multiple requests from different directors simultaneously.

Highly responsible, proactive, resourceful, and able to follow through on assignments without constant reminders.

Strong problem-solving skills and the ability to find solutions when handling unfamiliar administrative tasks.

Able to work independently while coordinating effectively with directors, colleagues, and external parties.

Must be reliable in meeting deadlines and handling urgent assignments when required.

Proficient in Microsoft Office, particularly Word, Excel, and online documentation systems.

Strong communication skills in Bahasa Malaysia and English.

High integrity and professionalism when handling confidential and sensitive information.

Willing to travel or attend to official matters outside the office when required.

Benefits

Health insurance

Flexible working arrangements, subject to company requirements

Company Annual Dinner

Company Trip

Career advancement opportunities

Professional development opportunities

Location

Mount Austin, Johor Bahru

Schedule of working

Monday to Friday , 9.30am - 6.30pm

Interview Process

First interview: Face-to-face

Second interview: May be required, depending on the selection process.

Join Kopi Rakyat and play a key role in supporting our directors and ensuring important administrative matters are handled efficiently, accurately, and on time.

Job Types: Full-time, Permanent, Fresh graduate

Pay: RM2,800.00 - RM3,000.00 per month

Benefits:

Flexible schedule
Health insurance
Opportunities for promotion
Professional development

Language:

Bahasa (Preferred)

Willingness to travel:

50% (Preferred)

Work Location: In person

2份HR Director工作在Johor - November 2026

管理提醒

Executive Assistant to Directors - JB

Executive Assistant to Directors - JB