Job Information
CAE USA INC Office Admin Executive in Kuala Lumpur, Malaysia
About This Role
Provide direct secretarial and administrative support to the Director and Regional Leaders in the day-to-day administration of the respective departments and associated functions including:
Prepare Concur Expense Reports for Regional Leaders
Check and approve concur expense reports according to Corporate Policies and Procedures
Travel arrangements (flight tickets, hotels, etc…)
Participates as needed in special department projects.
Office management
Liaising with landlord for work permits, vendors, service providers, etc…
Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
All aspect of purchasing process on Ariba & Oracle – vendor registration, raise PR/PO
Check and approves invoices
Corporate AMEX administrator, maintain updated list of card holders for the office and liaising with external and internal corporate AMEX team
Maintain and manage office access and building management lift cards
Supervises the maintenance of office equipment, including printers, copier, fax machine, etc.
Responsible for the facilities day-to-day operations
Proactively handling issues, responding to issues as needed and where necessary researching problems and make recommendations for resolution
Liaising with IT department for any request for the office
Coordinating for the company events including arrangement for all office and HR events, (Lunch, refreshments, )
Preparing visa letter for the team
Regional STAR Award – announcement power point; Prepare the cert ; trophy
Certificate and Pin ordering for events
Ensure – Group e-mail IDs are up to date for the company
Any other ad-hoc duties as required.
Reporting
Global H&S metrics reporting – monthly and quarterly
Environmental metrics reporting – quarterly
Regional newsletter publication team
CAE express – Share the regional events details with the CAE express team.
Requirements
Five years related executive administrative experience and minimum three years of office management experience required
Excellent verbal and written communication skills required including the ability to proofread and edit.
Attention to detail and organized, as well as multi-tasking is a key element of this position
Excellent Microsoft Office Suite Experience (Outlook, Word, Excel and PowerPoint)
Ability to work with minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and resulting work is generally reviewed at completion.
Must adapt quickly and learn to work well under pressure with limited information and training
Ability to multi-task frequently and maintain calm in stressful environment
Good planning and organizational skills.
Strong interpersonal skills are essential with a high degree of confidentiality and ability to handle sensitive matters in a professional manner
Must be extremely dependable and prompt
Excellent customer service and communications (both verbal and written) skills
Knowledge of audio-visual equipment
Ability to negotiate effectively.
Professional appearance and manner.
Education
- Bachelor’s Degree or equivalent experience
Location:
Bangsar office
#LI-SA2
Position Type
Regular
CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.
Equal Opportunity Employer
CAE is an equal-opportunity employer committed to diversity, equity, and inclusion. As "One CAE," we take affirmative action to ensure equal opportunity for all applicants regardless of race, nationality, colour, religion, sex, gender identity and expression, sexual orientation, disability, neurodiversity, Veteran status, age, or other legally protected characteristics.
If you don't see yourself fully reflected in every job requirement listed in the job posting, we still encourage you to reach out and apply. At CAE, everyone is welcome to contribute to our success. If reasonable accommodation is needed to participate in the job application or interview process, please get in touch with us at rh-hr@cae.com .