Job Description

Role Overview
The Executive Assistant (EA) will provide high-level administrative support to Medan Pasar Founders and Leadership team. This role involves, but not limited to, managing schedules, organizing meetings, professionally handling correspondence, optimizing travel arrangements and act as the key points of contact between the Medan Pasar Founders and Leadership team with internal/external stakeholders. The EA shall support the Admin, Finance and HR functions. The EA shall ensure the smooth operation of Medan Pasar and plays a vital role in enabling the Leadership to focus on strategic priorities.
Key Responsibilities
Administrative Support

• Manage calendars, schedule meetings and organize appointments.
• Professionally handle incoming correspondence, e-mails and phone calls, responding or delegating as appropriate.
• Support in preparation of reports, presentations and documents ahead of meetings.
• Document and data management for Finance and HR - both physical and digital.
• To provide essential support across financial and administrative operations, including:
• Financial Documentation & Processing: Assist in the thorough preparation and processing of payment vouchers to ensure accurate and timely disbursement of funds.
• Revenue Monitoring & Reconciliation: Accurately track and record all incoming rental income and diligently maintain the operational cashbook for daily financial accountability.
• Administrative Data Procurement: Efficiently download, organize, and archive necessary financial and operational statements, including bank statements, loan statements, and various utility statements.
• Digital Billing Management: Facilitate the prompt and correct issuance of e-invoices to clients and tenants.
• Legal & Contract Administration: Manage the required statutory stamping of all new tenancy agreements.
• Property Utility & Ownership Transfers: Coordinate and execute the transfer of ownership for property utilities and services, including but not limited to essential accounts like TNB, Air Selangor, Indah Water, Quit Rent, and Assessment, etc.

• Work either individually or with peers to organize and coordinate signing of documents.

Meeting Coordination

• Arrange meetings, including venue booking, preparation of agendas and minute taking, where applicable.
• Coordinate travel arrangements, including flights, hotels, transportation, etc.
• To ensure all meeting infrastructure is ready and in working condition ahead of events.

Office Management

• Work with peers to ensure smooth operation of the Company, ensuring sufficient supplies and resources are available

Function Support

• To support tasks, assignments and projects which are related to the Company

Others

• Any other duties as may reasonably be requested by Medan Pasar Founders and/or Leadership team

Role Requirements
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Savvy with technology ie Google Forms, etc
Ability to efficiently multitask while ensuring quality and accuracy in deliverables.
Able to maintain high level of discretion and confidentiality.
Strong problem-solving skills and ability to work independently.
Professional demeanour and appearance.
Strong interpersonal skills and ability to build relationships with internal/external stakeholders
Strong collaborator with team members and peers.
Ability to adapt and is flexible in handling changing priorities
Qualifications and Experience
Bachelors degree in Business Administration, Secretarial, Finance & Accounting or any other related fields.
Minimum 5 years experience executive assistance and administration supporting multiple leaders

Skills Required