Office Executive

About the role

KMA Group of Companies is seeking a dynamic, discreet Office Executive who provides administrative, operational and secretarial support to executive leadership and advisors. The role acts as the main liaison across departments, covering calendar management, meeting documentation, guest hospitality, travel logistics and the secure handling of confidential corporate information.

Key responsibilities

• Provide day-to-day administrative and secretarial support to the executive office and advisors.
• Manage complex calendars, schedule appointments and coordinate official business engagements.
• Prepare documents, reports, presentations and executive materials.
• Attend meetings to record minutes, decisions, action items, owners and deadlines, and circulate them promptly.
• Maintain a central tracking system for tasks and follow up with department owners.
• Collect, consolidate and structure operational updates and departmental reports.
• Coordinate administrative teams and third-party caterers on orders, delivery and setup.
• Arrange travel, including flights, transport, hotels and itineraries, and organise support for executive visits, corporate functions and board gatherings.
• Handle correspondence, phone calls and official communications, and keep contact directories, schedules and filing systems up to date.

Required profile

• Bachelor's degree in any field; professional certification in Office Administration is advantageous.
• Minimum 2-3 years of hands-on experience in executive assistance, administrative coordination or personal secretarial roles, preferably supporting executives or senior advisors.
• Strong organisational agility, task prioritisation, cross-departmental coordination, emotional intelligence and integrity with sensitive information.

Required skills

• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Standard digital workplace tools.

The position is based at 5th Floor, Sayar San Plaza, Bahan Township, with working hours 8:30 AM to 4:30 PM, Monday to Friday and Saturday (alternative); off days are Saturday (alternative), Sunday and public holidays.