Admin Executive – Full-time

EGN Malaysia is looking for an Admin Executive – is that you?

The Admin Executive is responsible for providing administrative support to our entire business in a professional and timely manner. The candidate must be flexible to meet the demands of our growing organization. The ideal candidate will have a cheery disposition, impeccable organizational skills, and prior experience in an administrative role.

Job Description:

Member Services

  • Maintain a master corporate calendar for all EGN Peer Group Meetings and Cross-Functional Events
  • Arrange Executive travel, hotel and dining arrangements as needed
  • Crafting and sending personalised, individual emails and messages to members to boost registration and participation rates in events
  • Generating and sending emails and messages to peer group members, including reminders, events and registration information, or new member circulation
  • Drafting email and calendar invites with event information for approval, before posting it to all members
  • Sending thank you messages to members for their attendance
  • Sending reminders to members about scheduled onboarding calls on the day of the call
  • Setting up and sending membership credentials for members use
  • Keeping up to date with members’ statuses for member services to consistently provide relevant value to them
  • Handling the administrative matters for member exit protocols
  • Updating weekly reports for new member numbers and lined up peer group or cross-functional events
  • Updating and managing event attendance statuses of members to optimise member engagement
  • Assisting the Member Services Team with logistical and administrative support such as sourcing of venues, catering, ordering of lanyards, printing of banners/brochures and other stationeries as required
  • Liaison with EGN Hosts/Speakers
  • Managing EGN Peer Group Meetings and Cross-Functional Events on site including but not limited to ad-hoc duties at meetings/events, attendees list management
  • Writing and sending the drafts of the Minutes of Meeting (MOM) at the end of each event
  • Being the face of EGN in welcoming our members to meetings, whether in person or virtually, and ensuring that everyone feels included and welcome
  • Setting up the event space in coordination with our event partners for onsite meetings or events
  • Produce professional-quality reports, presentations, and briefs

HR Administrative

  • Develop and carry out an efficient documentation and filing systems for both paper and electronic records
  • Assist in HR administrative task such as preparing contract, letters, payroll data and any other task as assigned

Note: EGN is a growing organisation in a new market.

Your role may evolve as the market and organisation does, so we look forward to an adaptable candidate.

Requirements:

  • Ability to work 5 days a week, with pre-event preparations starting as early as 7:15am for onsite events, averaging about once every 2 months. The candidate may expect to spend other workdays working from home
  • Higher education in English or demonstrated business-level written, spoken, and listening in English is essential to converse with English-speaking colleagues and members as the main language of communication
  • Experience as an Admin Executive or Secretary to senior management and HR background would be a bonus, but not a strict requirement, as long as able to adapt and learn
  • Positive, can-do and willing to learn attitude
  • Independent and able to adapt professionally to uncertain situations
  • Neat, detailed, and disciplined to consistently updating data and following up with tasks
  • Ability to multitask and prioritize daily workload
  • Current in today’s office technology, and computer software including MS Office
  • Punctuality and a professional attitude are a must
  • Working hours: Malaysia’s working calendar, weekdays 9am to 6pm SGT

Interview Rounds:

  1. (Pre-interview) Written English test (Test will be given to shortlisted candidates)
  2. Online video interview with HR and Head of MS in English
  3. Online video interview with MD
  4. Final salary, start date, and relevant details discussions with HR

About EGN

Born in 1992, EGN began with the belief that all professionals carry with them a wealth of information and knowledge. What started as one man’s vision is today a global network of over 15,000 members, representing more than 8,000 companies and 70 professions.

EGN is a trusted worldwide network of executive peers with a shared ambition of Making Each Other Better – every day.

If this is a position you believe you can create value in, please send your updated resume to [email protected]