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 HR-Indo@rti-indomd.rti.org 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