Administrative Assistant (Johor Bahru-Based)
About the Role
The Administrative Assistant (AA) at Asia Centre Media Hub Malaysia provides essential support for the Centre’s daily operations, financial administration, and project-based activities.
This role is designed for a highly motivated individual who has prior work experience in a similar role. Or a fresh graduate who has completed a minimum six months internship at Asia Centre.
Apart from strong and relevant academic background, key would be the possession of a proactive “can-do” attitude and sharp problem-solving skills. Additionally, punctuality, attendance and alignment with Asia Centre’s mission and objectives are important.
The AA will assist in the grant administration, tracking budgets, and preparing activity reports. While supporting the Administrative Officer in office and recruitment tasks, the AA focuses on ensuring seamless execution of logistics, documentation, and communication to maintain the Centre’s high standards of efficiency.
Key Responsibilities
Grant & Financial Support
- Grant Administration: Assist in the preparation and submission of grant applications and supporting documentation.
- Budget Tracking: Support the monitoring of project budgets and prepare preliminary financial data for activity reporting.
- Banking Support: Assist with payments, collections, and the preparation of basic quotations, invoices, receipts, and vouchers.
- Reporting: Help compile data for periodic activity reports and financial summaries for stakeholders.
General Operations & Office Management
- Administrative Tasks: Maintain digital and physical filing systems, manage databases, and coordinate mail/courier services.
- Procurement: Monitor office supplies, obtain vendor quotes, and coordinate with suppliers for printing and maintenance services.
- Logistics: Arrange travel for staff, including flight/hotel bookings and assisting with visa or work permit documentation.
- Premises Liaison: Regularly liaise with the building’s management office regarding premises and community issues, including the follow-up on maintenance, cleanliness, and compliance with building regulations (e.g., addressing illegal dwelling or untidy common areas). This requires proactive and consistent engagement to ensure resolution.
Event & Communication Support
- Event Coordination: Provide logistical support for Centre activities, including participant invitations and equipment setup as well as conducting pre-event site visits to assess venue suitability for conferences and events.
- Digital Communication: Manage correspondence via email, social media, and messaging apps with partners and media contacts.
- Recruitment Support: Assist the Administrative Officer in posting job ads, scheduling interviews, and communicating with applicants.
Minimum Qualifications
- Nationality: Malaysian National.
- Location: Based in Johor Bahru or
- Nusajaya, with personal transport and accommodation. Personal transport is necessary as public transport is not available around the office area.
- Education: Bachelor’s degree in Business Administration, Finance, Management, or a related field.
- Experience: Fresh graduates are considered if they demonstrate strong academic records and the right attitude. Prior internship or work experience in an office environment is a plus.
Core Competencies & Attributes
Note: We are looking for a reliable team player. Punctuality and a commitment to consistent attendance for this role.
- Punctuality & Reliability: Demonstrates exemplary time management, ensuring all administrative duties and reporting deadlines are consistently met. This includes maintaining consistent attendance and minimizing disruption to the Centre’s operational flow.
- Proactive Engagement and “Can-Do” Attitude: A self-starter who actively seeks opportunities to add value, takes initiative, and shows a strong, committed focus on task completion.
- Problem-Solving: Ability to think on your feet and handle logistical challenges calmly and effectively.
- Communication: Proficiency in oral and written English.
- Technical Literacy: Competency in Google Workspace, MS Office, and social media platforms. Familiarity with Canva or WordPress is an advantage.
- Resilience: Ability to work under pressure and meet deadlines in a fast-paced environment.