Executive Assistant

We are seeking a dynamic, driven, and organized Executive Assistant (EA) to support the VP of Quality. 

In this role, you will be trusted to work with the highest level of confidentiality, understanding the needs of the Executives while carefully balancing relationship building across the business. You will need to be organized and innovative, while thriving in a fast-paced environment. You must have a can-do attitude and be willing to pitch in and help others to execute effectively and efficiently.

You will need to have strong attention to detail and the ability to manage competing priorities. Strong written and verbal communication skills and the ability to maintain the utmost level of professionalism are required. The ability to take initiative and to work both independently and as part of a team is vital. Supporting Executives for a company spread across the globe, at times you will need to be flexible with working hours, and self-time management will be necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Calendar Management: Ensure the Executive’s time is well organized and used to best support the goals of the VP of Quality and the broader company.
• Meeting Planning and Organization: Support planning and organizing of internal and external meetings, team offsites, country visits, and other meetings.
• Coordinate and arrange meetings/events for top management & directors.
• General Enquiries: Act as the source for enquiries and refer routine matters to appropriate parties.
• Draft general correspondence and replies.
• Tool Management: Manage expense reports, SOW’s and PO’s, and become savvy with WD’s internal tools such as M365, Copilot, etc.
• Briefing Documents: Manage briefing documents for key internal/external meetings and create briefing packets for business trips.
• Projects: Work on special projects, as needed.
• Travel: Manage Executive travel needs, including planning optimum travel arrangements
• Arrange flights and travel arrangements for the company, and hotel & limo reservations for visitors to Penang when necessary.
• Oversee all overseas travel arrangements for WDMO employees.
• Negotiate and review with airlines, travel, car, and hotel agencies for best rates.
• Community: Build the necessary communities to further drive your own development, and to support your peers across the business.
• Ensure the plant organization charts are updated on a monthly basis.
AD HOC TASKS:

• Organize ad hoc functions for the management team.
• Organize itineraries for visiting VPs.
• Provide secretarial support to Directors as and when needed.

Function: Engineering
Experience Level: Associate