Internship Admin Executive

Ready to run the calm behind a busy professional services desk? If you enjoy order, clear routines, and helping people get things done, consider working with us at Hans Advisory & Trust Co Ltd. We provide corporate secretarial, trust administration, and practical advisory services to local businesses and individuals, and we value careful work and friendly service.

In this role you keep the team moving by managing daily office tasks, client touchpoints, and document flows. You make it easier for our advisors to focus on technical work by handling scheduling, filing, and client follow ups with care.

This is a hands on, entry level position where attention to detail and a helpful attitude matter most. Fresh graduates and applicants with minimal experience are welcome to apply.

Your Growth & Impact

• Develop practical office management experience through daily exposure to corporate secretarial and trust administration tasks.
• Build professional communication skills by coordinating with clients, vendors, and advisors on routine matters.
• Strengthen administration and basic bookkeeping skills that prepare you for specialist roles in professional services.
• Expand your network by working closely with experienced advisors and learning compliance basics on the job.
• Gain responsibility quickly, with opportunities to take ownership of small projects and improve office processes.

Requirements

Responsibilities

Office & Facilities Management

• Maintain a tidy, resourced office environment and manage supplies so the team can work without interruption.
• Coordinate minor facility requests and liaise with service providers to resolve issues promptly.
• Handle mail, shipments, and courier arrangements accurately and on time.
• Support basic reception duties including greeting visitors and managing the meeting room schedule.

Administrative Operations

• Manage calendars and schedule meetings for advisors, ensuring timely reminders and clear agendas.
• Prepare and format routine documents, correspondence, and presentation materials with attention to detail.
• Keep digital and physical filing systems organised so documents are easy to retrieve and track.
• Process basic invoices and expense claims for team members following established procedures.

Client & Records Support

• Assist with client intake by collecting documents, verifying information, and maintaining confidentiality.
• Support the preparation and filing of company secretarial and trust documents under guidance from advisors.
• Follow up with clients on simple requests and confirmations to keep matters moving.
• Update client records in cloud drives and internal trackers to ensure accuracy and audit readiness.

Requirements

Qualifications & Experience

• Certificate, diploma, or equivalent education in business administration, secretarial studies, or related fields.
• 0 years practical experience required; fresh graduates and entry level candidates are welcome.
• Basic familiarity with office routines and a willingness to learn trust and corporate secretarial basics.
• Right to work in Malaysia is expected where required by law.

Hard Skills & Knowledge

• Comfortable with Microsoft Office, especially Word and Excel, and basic document formatting.
• Experience using email, cloud storage such as Google Drive or OneDrive, and online calendars.
• Basic data entry and record keeping skills with accuracy and speed.
• Familiarity with simple bookkeeping entries or willingness to learn is advantageous.

Soft Skills & Qualities

• Clear verbal and written communication in English and Bahasa Malaysia.
• Strong organisational habits, attention to detail, and a methodical approach to tasks.
• Friendly, professional manner with discretion when handling confidential client information.
• Proactive mindset, able to take routine ownership and seek guidance when needed.

Skills

Office Management, Microsoft Excel, Document Management, Data Entry, Calendar Management, Basic Bookkeeping, Client Support, Records Management, Communication, Time Management