Full Time Executive Assistant Jobs, in Universal Robina Munchy's Selangor - Maukerja

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Universal Robina Munchy's (URM), part of Universal Robina Corporation (URC), is looking for an:

Position Title: Executive Assistant

Employment Type: Full-time

The Executive Assistant is responsible for providing high-level executive, administrative, and coordination support to the Chief Marketing Officer (CMO). Support the effective management and smooth operation of the Marketing function. Act as a key liaison between the CMO, internal stakeholders, external business partners, agencies, and other relevant parties. Manage and coordinate the CMO’s day-to-day priorities and activities. Coordinate key marketing meetings, projects, events, and reporting requirements. Monitor and follow up on action items to ensure timely completion and smooth execution across the Marketing function.

What are the Job Responsibilities?

• Manage and coordinate the CMO’s calendar, including meetings, appointments, business reviews, marketing activities, events, and other key engagements, ensuring effective prioritization of the CMO’s time.
• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, itineraries, and other business travel requirements.
• Act as a key coordination point between the CMO and internal stakeholders, including Sales, Trade Marketing, Finance, Supply Chain, R&D, HR, and senior management, to facilitate effective communication and timely follow-up.
• Liaise with external stakeholders such as advertising and media agencies, business partners, vendors, event organizers, and other relevant parties on behalf of the CMO.
• Support the CMO in preparing and consolidating information for management meetings, business reviews, marketing presentations, reports, correspondence, and other executive materials.
• Coordinate and track key Marketing action items, project timelines, deliverables, and decisions arising from meetings, ensuring responsible stakeholders are followed up and deadlines are met.
• Organize Marketing leadership meetings, agency meetings, business reviews, workshops, conferences, brand events, and other departmental activities, including preparation of agendas, meeting materials, minutes, and action trackers.
• Assist in coordinating marketing-related projects and initiatives across brands and functions, providing administrative and project coordination support where required.
• Prepare, format, and maintain presentations, reports, dashboards, meeting materials, and other documents required by the CMO.
• Screen and manage incoming correspondence, meeting requests, inquiries, and communications, prioritizing matters that require the CMO’s attention.
• Track and coordinate departmental expenses, purchase requests, invoices, claims, reimbursements, and other administrative documentation in accordance with company policies and approved budgets.
• Maintain accurate and organized records of confidential documents, presentations, reports, contracts, and other sensitive Marketing and business information.
• Handle highly confidential and commercially sensitive information with professionalism and discretion, including information relating to new product launches, marketing strategies, budgets, business performance, and organizational matters.
• Support the planning and coordination of internal and external events, including product launches, marketing conferences, workshops, town halls, and other key business activities where required. •
• Anticipate the CMO’s priorities and proactively identify administrative or coordination requirements to ensure smooth day-to-day operations of the Marketing leadership office. •
• Undertake ad hoc assignments, special projects, research, and administrative responsibilities as assigned by the CMO.

What are the Qualifications?

• Min Diploma in Secretarial/PA
• Min 5 years related experience, familiarity in FMCG industry would be distinct advantage

What are the Key Skills Required?

• Solid analytic and project management skills
• Exposure to business plans analysis and financial statement analysis
• Highly conversant with Microsoft PowerPoint, Microsoft excel and Microsoft word
• Strong interpersonal and communication skills
• Should be able to work independently