Administrative Assistant (Johor Bahru-Based)
About the Role
The Administrative Assistant at Asia Centre Media Hub Malaysia provides proactive, responsible and consistent support for the Centre’s daily operations, financial administration, and project-based activities. This role is tailored for a highly-organised, meticulous individual who treats the Centre’s assets and operational health and surrounding environment with a strong sense of personal stewardship.
This position is designed for an experienced professional or a standout fresh graduate with an exemplary track record. Beyond strong academic credentials, the ideal candidate possesses a natural “can-do” urgency, sharp problem-solving instincts, punctuality and an innate dedication to maintaining the Centre’s high standards of efficiency and care.
Key Responsibilities
Grant & Financial Support
- Grant Administration: Assist in compiling and submitting precise grant applications and supporting files.
- Budget Tracking: Monitor project budgets and organise preliminary financial data for activity reporting.
- Banking Support: Facilitate payments, collections, and the accurate preparation of quotations, invoices, receipts, and vouchers.
- Reporting: Consolidate data for routine activity reports and financial updates for stakeholders.
General Operations & Office Management
- Administrative Tasks: Maintain digital and physical filing systems, database integrity data backup, and coordinate mail/courier services.
- Procurement: Track and replenish office supplies, obtain vendor quotes, and interface with suppliers such as stationeries, office equipment, caterers and cleaning kits,
- Logistics: Arrange travel logistics for staff, including flight/hotel bookings, visa handling and permit documentation.
- Premises Liaison: Take full ownership of the office facility’s condition and external surroundings. Maintain rigorous, persistent contact with the building management office to closely follow up on cleanliness, maintenance and compliance with regulations (e.g., resolving neighbor issues or untidy common areas)
Event & Communication Support
- Event Coordination: Support logistical setups, manage participant invites, and execute pre-event site inspections to ensure venue excellence.
- Responsive Digital Communication: Manage correspondence via email, social media, and messaging apps with partners and media contacts.This requires a natural alertness to incoming updates and a willingness to monitor and handle urgent operational inquiries fluidly, ensuring continuity over weekends or emergencies.
- Recruitment Support: Assist the Administrative Officer in advertising job openings, coordinating candidate tracking, and setting up interviews.
Minimum Qualifications
- Nationality: Malaysian National.
- Location: Based in Johor Bahru or Nusajaya, Must possess reliable personal transport and accommodation (the office areas are not served by public transit).
- Education: Bachelor’s degree in Business Administration, Finance, Management, or a related field.
- Experience: 1-2 years of relevant professional experience. Outstanding fresh graduates will be considered strictly if they demonstrate a stellar academic background and are willing to complete a 6-month internship at Asia Centre prior to taking the full-time role.
Core Competencies & Attributes
We are seeking a deeply reliable team player. Punctuality, high-energy and a commitment to consistent attendance are strict requirements for this role:
- Punctuality & Reliability: Demonstrates immaculate time management, ensuring all administrative duties, office opening and closing routines and deadlines are met without exception.
- Innate Stewardship & “Can-Do” Energy: A self-starter who naturally takes pride in their workspace, anticipating operational friction points and acting on them before being asked and proactively updating stakeholders.
- Problem-Solving: The ability to think critically under pressure, managing sudden logistical or building challenges calmly, effectively and resourcefully.
- Teamwork & Communication: Possesses a strong sense of shared responsibility and teamwork paired with an excellent command of spoken and written English.
- Technical Literacy: Confident command of Google Workspace, MS Office, and social media platforms. Practical exposure to AI Tools, Canva or WordPress is an advantage.
- Resilience: The ability to work under pressure and meet deadlines and fully complete tasks in a fast-paced environment while maintaining focus, composure and a positive attitude.