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RTI International Job Vacancy: Executive Assistant - Kuala Lumpur, Malaysia

RTI has opened a branch office in Kuala Lumpur, Malaysia, focused on innovation-led economic growth and strengthening health care systems in the region, and currently seeking for highly qualified Malaysian candidates to fill the position of:

Executive Assistant

S/he will provide direct administrative support to Managing Director. S/he also provides administrative support—including minor financial administrative activities—and overall supervision to day-to-day Malaysia branch office management.

Essential Duties and Responsibilities:

  • Provide administrative support to Managing Director, include but not limited to: o Scheduling and calendar management o Expense report filing/concur o Travel administration and management o Filing and document management o Communication support o Any personal matters
  • Coordinate internal and external meetings, training, events, and other activities including coordinating invitations and schedules, preparing agenda and taking minutes, arranging venue booking, transport, and meals if appropriate.
  • Responsible for ensuring documents management is in place; this includes taking minutes for meetings, writing letters, and maintaining all administrative files in an orderly manner.
  • Work closely with Finance-Asia Regional Office (ARO), in ensuring the invoices and related supporting documents shared with Asia RO for smooth payment/ settlement, including checking invoices from provided services, ensuring and verifying the validity and availability of all the necessary basic/supporting documents/receipts.
  • Liaise with ARO and/or home office where required on matters related to procurement, finance, HR, legal administration.
  • Ensure constant and adequate availability of office consumables, stationery and supplies.
  • Coordinate all logistical support for staff and consultants, including transport and other travel requirements, hotel accommodations, conference bookings, etc.
  • Other duties as assigned.
Requirements: Master’s degree and 3 year of experience or Bachelor’s Degree in Secretarial or Business Administration and 6 years of experience or equivalent combination of education and experience; Experience managing medium scale of office management; Advanced working knowledge of Microsoft Office and database skills; Detail oriented, organized and able to meet tight deadlines; Self-motivated, results driven, prefers to work in a fast-paced dynamic environment; Proven prioritization, time management and project management skills; Effective written and interpersonal communication skills; Ability to build effective relationship with all clients, peers, and stakeholders; Strong interpersonal skills and ability to build lasting relationships; Fluency in English and Bahasa Malaysia.

Qualified candidates are invited to apply to before October 13, 2017. Candidates are encouraged to apply as soon as possible. Only short listed applicants will be contacted. RTI is proud to be an EEO/AA employer M/F/D/V