{"id":3336500,"url":"https://alion.io/job/nibou-industries-executive-assistant","title":"Executive Assistant","company":{"id":4450389,"name":"Nibou Industries","domain":"nibou.com","url":"https://alion.io/company/nibou-industries","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":null,"truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Shah Alam, Malaysia"],"countries":["MY"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":5000,"max":6000,"currency":"MYR","period":"month","gross":true,"usd_annual":17628},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-27T11:33:23Z","employer_posted_date":null,"last_verified_at":"2026-10-27T11:33:23Z","board_verified":false,"closed_at":null,"days_open":3,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":3},"description":"Ready to be the dependable right-hand person everyone trusts? \n\nWe are inviting you to consider working with us at the Group of Companies. Guided by our P.I.E. values (People, Innovation, and Effectiveness & Efficiency), we are a fast-growing FMCG and trading organization that connects suppliers, distributors, and customers across the region while keeping things practical and people-focused.\n\nAs our Executive Assistant, you will be the backbone for our senior leadership—specifically acting as the trusted right-hand to the CEO and MD of the Group of Companies. By keeping calendars, travel, and cross-company communications tight, you will ensure strategic decisions move forward without friction. Simultaneously, you will oversee daily office operations, manage facilities, and lead the admin team, making it easier for the entire organization to focus on business growth and client relationships.\n\nYour Growth & Impact\n\nDevelop stronger executive-level skills by managing complex schedules and cross-border logistics, building credibility with senior stakeholders.\n\nExpand your network by coordinating regularly with suppliers, logistics partners, and regional clients.\n\nBuild leadership readiness by running internal projects, supervising the admin team, and improving policies that affect the whole organization.\n\nGain direct exposure to manufacturing, trading operations, and commercial workflows that deepen your industry knowledge and career options.\n\nRequirements\nExecutive Support & Stakeholder Communication\n\nManage complex calendars, schedule meetings across time zones, and prioritize conflicting requests professionally for the CEO and MD.\n\nAct as the primary liaison bridging communication between the directors, department heads, and subsidiary companies, routing requests and resolving routine issues quickly.\n\nArrange domestic and international travel, visas, and accommodation, preparing clear itineraries and expense reports for senior management.\n\nTake clear meeting minutes, log action items, follow up to ensure timely completion, and handle sensitive information with strict discretion.\n\nOffice Operations & Facilities Management\n\nOversee day-to-day administrative operations, ensuring the timely procurement of office supplies, equipment, and services.\n\nManage office facilities, including security, cleanliness, and compliance with safety standards, coordinating effectively with vendors and service providers.\n\nDraft, format, and proofread correspondence, presentations, and reports to a high standard of accuracy.\n\nMaintain organized digital and physical filing systems, monitor fixed assets, and assist in managing the administration budget.\n\nProject Coordination & Team Leadership\n\nSupervise and guide the administrative team, assigning tasks, providing training, and delivering performance feedback to ensure high productivity.\n\nPlan and track small to mid-sized projects, ensuring milestones, follow-ups, and documentation are completed on time.\n\nDevelop, implement, and enforce administrative policies and office protocols to ensure compliance with company standards.\n\nPrepare concise status updates and action lists so leaders can make informed decisions quickly.\n\nRequirements\n\nQualifications & Experience\n\n5 to 9 years of proven Executive Assistant or senior administrative experience supporting C-level management in a manufacturing, trading, or commercial environment.\n\nAt least 2 years of experience in a supervisory or office management role.\n\nDiploma or degree in business administration or a related field preferred, or equivalent hands-on experience.\n\nExperience working in small to mid-size teams where flexibility and practical problem-solving are essential.\n\nHard Skills & Knowledge\n\nAdvanced proficiency with Microsoft Office, Google Workspace, and enterprise collaboration tools (Lark, Teams,Zoom).\n\nPractical experience with travel booking platforms, online expense systems, and basic budgeting or ERP entries.\n\nStrong minute-taking, document preparation, and record-keeping skills with an eye for formatting and accuracy.\n\nKnowledge of ISO standards and basic AV setup for hybrid meetings is a plus.\n\nSoft Skills & Qualities\n\nExcellent written and spoken communication in English and Malay. Proficiency in Mandarin is a strong advantage for liaising with specific stakeholders and suppliers.\n\nHighly organized, able to prioritize under pressure, and manage multiple overlapping tasks without losing attention to detail.\n\nTrusted to handle confidential matters with discretion and sound judgment.\n\nProactive problem solver who anticipates executive needs and follows through until tasks are complete.\n\nSkills\nCalendar Management, Executive Support, Travel Coordination, Office Administration, Document Preparation, Microsoft Office, Stakeholder Management, Expense Reporting, Minute Taking, Confidentiality","description_format":"text","description_chars":4859,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-10-27T14:02:00Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":2,"expected_fill_days":24,"reasons":["seen:2","win:early"],"computed_at":"2026-10-30T05:48:23Z"},"pay":{"stated_usd_annual":17628,"is_top_pay":false},"html_url":"https://alion.io/job/nibou-industries-executive-assistant","json_url":"https://alion.io/job/nibou-industries-executive-assistant.json","meta":{"generated_at":"2026-10-30T16:51:20Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":5163,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-31T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":4450389},"rest":"https://alion.io/mcp/rest/get_company?id=4450389"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fnibou-industries-executive-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fnibou-industries-executive-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fnibou-industries-executive-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/nibou-industries-executive-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fnibou-industries-executive-assistant"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3336500}},{"tool":"search_jobs","arguments":{"company":"nibou.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3336500},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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