Executive Assistant

About VDart Malaysia

We are Purpose Driven, High Growth and a Great Place to Work Certified Organization!

VDart Malaysia is one of the fastest growing talent management and digital solution providers established in the year 2007. As part of our continued Global Growth Strategy, we are excited to bring digital capabilities to Malaysia. VDart Malaysia Sdh Bhd will serve as our Regional Headquarters for ASEAN region. We are committed in bringing world class technology, build strong digital talent pool in emerging technologies and transform how businesses leverage technology in Malaysia. We serve various customers including Fortune 100 companies across various domains globally. VDart Malaysia partners with industry leaders in Cloud, Intelligent Automation, IoT, Customer experience, and Security solutions. With distinct digital practices, we help our partners to build for tomorrow by reimaging their business today. From helping our partners to bridge talent in product development and embedded software, we provide resources and solutions globally across a wide range of industries, from automotive and mobility to energy, healthcare, and life sciences, manufacturing, consumer industries, and beyond.

Come join us to create the digital future!

Position : Executive Administrator

Job Overview

The Executive Administrator plays a critical role in supporting the C-Suite, Board of Directors, and Executive Management by delivering high-level administrative, legal, and corporate governance support. This position oversees board and leadership activities, liaises on legal and contractual matters, assists with mergers & acquisitions (M&A) and new business ventures, coordinates new company set-ups, and manages international business and travel arrangements. The role requires exceptional organizational skills, attention to detail, and discretion in handling confidential matters while ensuring seamless operations across executive and corporate functions.

Key Responsibilities

1. Board Support

Prepare, review, and compile Board papers, meeting agendas, and minutes.

Ensure timely distribution of documents and follow up on action items.

2. Legal & Compliance

Liaise with internal and external legal counsel on corporate legal matters.

Review and vet contracts, agreements, and other legal documents prior to execution.

Support management in M&A activities, including research, due diligence coordination, and documentation.

Assist in planning and execution of new business ventures aligned with strategic goals.

3. Corporate Set-up & Governance

Coordinate the establishment of new companies, including regulatory filings, licenses, and governance requirements.

Maintain corporate records and ensure statutory compliance.

4. Travel & International Coordination

Manage and coordinate overseas travel arrangements for the C-Suite.

Provide support for cross-border business operations and logistics.

5. Administrative

Deliver comprehensive secretarial support to the C-Suite, including calendar management, agenda preparation, and minutes-taking.

Coordinate town halls, leadership meetings, and special events, including scheduling, logistics, preparation of materials, note-taking, and circulation of minutes.

Qualifications

Bachelor's degree in Business Administration, Law, Corporate Governance, or a related field.

Minimum 5 years of experience in executive administration or corporate secretarial roles, preferably at the C-Suite level.

Strong knowledge of corporate law, contracts, and compliance.

Excellent written and verbal communication skills in English and Bahasa Malaysia (proficiency in Mandarin is an advantage).

High level of discretion, integrity, and professionalism in handling confidential matters.

Proven ability to multitask, prioritize, and work independently under pressure.

Strong organizational, coordination, and stakeholder management skills.

Preferred Skills

Experience in M&A, corporate governance, or legal administration.

Familiarity with cross-border transactions and corporate set-ups.

Proficiency in MS Office Suite and board management software.

VDart : Digital Consulting & Staffing Solutions

VDart is a leading digital consulting and staffing company founded in 2007 and headquartered in Alpharetta, Georgia. VDart is one of the top staffing companies in USA & also provides technology solutions, supporting businesses in their digital transformation journey. Digital consulting services, Digital consulting agency

Core Services :

• Digital consulting and transformation solutions
• Comprehensive staffing services (contract, temporary, permanent placements)
• Talent management and workforce solutions
• Technology implementation services

Key Industries : VDart primarily serves industries such as automotive and mobility, banking and finance, healthcare and life sciences, and energy and utilities. VDart - Products, Competitors, Financials, Employees, Headquarters Locations

Notable Partnership : VDart Digital has been a consistently strong supplier for Toyota since 2017 Digital Transformation Consulting & Strategy Services | VDart Digital , demonstrating their capability in large-scale digital transformation projects.

With over 17 years of experience, VDart combines staffing expertise with technology solutions to help organizations modernize their operations and build skilled workforce capabilities across multiple sectors.