Associate, Administration

We are seeking an Associate, Admin to provide high‑level administrative support to the Country Head and oversee the management of our Malaysia office, ensuring smooth day‑to‑day operations and supporting strategic initiatives. This role requires a resilient, detail‑driven and independent individual who takes ownership of outcomes, works confidently with minimal supervision, and demonstrates sound judgement when handling confidential and sensitive matters.

Job Description:

Executive & Team Support

• Coordinate travel arrangements for the Country Head, including scheduling meetings, managing calendars, processing expense claims, and other business support functions.

• Manage a complex and dynamic calendar for the Country Head, applying strong prioritisation skills and responding effectively to frequent changes while balancing competing business priorities.

• Assist with team support activities such as arranging virtual meetings, preparing pre‑meeting materials, presentations, and reports for internal and external meetings.

• Organise and support country‑level events, team‑bonding activities, and leadership meetings.

• Prepare, compile, and facilitate sign‑off on supporting documents and reports.

• Support the establishment and maintenance of corporate hotel rates.

• Ensure executive support activities are delivered end‑to‑end with appropriate checks and follow‑through, proactively aligning with reporting manager on priorities.

Office Administration

• Oversee general office administration and management, taking accountability for accuracy, completeness, and timeliness of deliverables.

• Support new office setup and renovation activities, including coordination with contractors and vendors to ensure timely and compliant office readiness as well as ongoing maintenance of office equipment such as system furniture, copiers, and other office facilities.

• Liaise with office building management on lease documentation, drills, and facilities management.

• Manage office access cards and visitor access.

• Assist in maintaining adequate insurance coverage and tracking inventory of non‑IT equipment.

• Prepare and manage the administration budget.

• Assist in general administration tasks such as drafting visa invitation letters, filing, scanning documents, and maintaining a systematic document management system in shared drives and physical folders, ensuring information is complete and up to date.

• Manage incoming and outgoing local and overseas courier mail.

• Support routine office operations, including guest refreshments, office supplies and pantry inventory, and upkeep of meeting rooms, with a hands‑on approach.

• Maintain office records and ensure compliance with health and safety standards, proactively identifying and addressing gaps.

• Assist with HR‑related matters including onboarding, offboarding, work pass applications, benefits administration, and payroll preparation, with high attention to confidentiality, accuracy, and compliance requirements.

• Support additional office or operational activities aligned with the scope of this role, as business needs evolve.

Marketing & Operations Support

• Liaise with vendors on the creation and issuance of company marketing materials, including business e‑cards and printed name cards.

• Oversee corporate marketing materials such as stationery, notebooks, and company apparel.

Regional Office Collaboration

• Engage productively with multiple stakeholders, adapting as needed while exercising sound judgement to meet business or site requirements.

• Work closely with the Regional Executive Assistant team to ensure consistency in policies and practices across Vena Group.

Prerequisites:

• Diploma or Degree.

• Minimum 5 years experience in office management and senior executive administrative support, preferably supporting senior leadership or country‑level stakeholders.

• Proven ability to work independently with minimal supervision, managing tasks from initiation through to completion.

• Proficiency in Microsoft Office Suite, calendar management tools, and SharePoint.

• Excellent verbal and written English communication skills.

• Strong attention to detail, with the ability to manage tasks end‑to‑end and ensure work is completed accurately and thoroughly.

• Well‑developed administrative and organisational skills, with confidence in managing timelines, milestones, and competing priorities.

• Ability to prioritise and handle multiple assignments in a dynamic work environment.

• Professional judgement and discretion when handling confidential and sensitive information.

• Comfortable working independently while knowing when to escalate or seek alignment.

• Adaptable and resilient, with a positive approach in a fast‑paced and evolving environment.

• Open to feedback and committed to ongoing learning and improvement.

• Professional, enthusiastic, and committed approach to work.

• Able to work collaboratively as a team player while also exercising sound independent judgement.

Are you ready to engineer a greener future?