Executive Assistant

Executive Assistant

Onsite Kuala Lumpur

About Muara Arts

Muara Arts is a modern and contemporary art centre with more than 1,000 square metres of gallery space, housed within heritage, pre-war shop lots in Kuala Lumpur’s historic core. Focusing on the art of Southeast Asia, Muara will feature special exhibitions, projects and collection displays. Scheduled to officially open in H1 2026, it is the first phase of a larger revitalisation project in Medan Pasar and the broader KL heritage zone, establishing a vibrant cultural hub and setting the stage for future additions.

Role Overview

The Executive Assistant (EA) will provide high-level administrative support to Muara Founders and Leadership team. This role involves, but not limited to, managing schedules, organizing meetings, professionally handling correspondence, optimizing travel arrangements and act as the key points of contact between the Muara Founders and Leadership team with internal / external stakeholders. The EA shall support the Admin, Finance and HR functions. The EA shall ensure the smooth operation of Muara and plays a vital role in enabling the Leadership to focus on strategic priorities.

Key Responsibilities

Administrative Support

Manage calendars, schedule meetings and organize appointments.

Professionally handle incoming correspondence, e-mails and phone calls, responding or delegating as appropriate.

Support in preparation of reports, presentations and documents ahead of meetings.

Document and data management for Finance and HR both physical and digital.

To support leadership team with filing of meeting notes.

Meeting Coordination

Arrange meetings, including venue booking, preparation of agendas and minute taking, where applicable.

Coordinate travel arrangements, including flights, hotels, transportation, etc.

To ensure all meeting infrastructure is ready and in working condition ahead of events.

Events / Programmes Management and Support

To support the Leadership team in ensuring the annual calendar of programmes, events and festivals can be smoothly executed and to help out in every manner within your capability.

Support in tracking deadlines, deliverables, budgets and progress of events, programmes and / or festivals.

Support in providing research and data insights to support decision-making.

Work either individually or with peers to organize and coordinate company events, meetings and conferences.

Handle event logistics such as venue readiness, invitations, on-site support, etc

Office Management

Work with peers to ensure smooth operation of the Muara office, ensuring sufficient supplies and resources are available

Function Support

To support tasks, assignments and projects which are related to the Muara office

Others

Any other duties as may reasonably be requested by Muara Founders and / or Leadership team

Role Requirements

Excellent organizational and time-management skills.

Strong written and verbal communication skills.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Savvy with technology ie Google Forms, etc

Ability to efficiently multitask while ensuring quality and accuracy in deliverables.

Able to maintain high level of discretion and confidentiality.

Strong problem-solving skills and ability to work independently.

Professional demeanour and appearance.

Strong interpersonal skills and ability to build relationships with internal / external stakeholders

Strong collaborator with team members and peers.

Ability to adapt and is flexible in handling changing priorities

Qualifications and Experience

Bachelor’s degree in Business Administration, Secretarial or any other related fields.

Minimum 8 years’ experience executive assistance and administration supporting multiple leaders