Administrative Assistant

Monroe Consulting Group, an Executive Recruitment firm, is partnering with an international organisation in the Professional Services industry to hire an Administrative Assistant. This opportunity is based in East Malaysia (remote-based) and will support the East Malaysia Project Team in the implementation, coordination, and delivery of programme activities, stakeholder engagements, and project initiatives.

Position Overview

This role will provide administrative, logistical, documentation, reporting, and stakeholder coordination support to ensure the successful delivery of programme activities. They will contribute to the effective execution of projects by supporting planning, stakeholder engagement, reporting, resource management, and operational coordination.

Key Responsibilities

1. Program & Project Support

• Support the planning, coordination, and implementation of project activities, training programs, workshops, and events.
• Coordinate with internal teams, partners, trainers, speakers, and facilitators to ensure smooth project execution.
• Monitor program progress against established targets and timelines.
• Support continuous improvement of program processes and activities.

2. Stakeholder Engagement & Coordination

• Build and maintain positive relationships with government agencies, NGOs, partners, and other project stakeholders.
• Coordinate meetings, training sessions, workshops, and other stakeholder engagements.
• Serve as a key point of contact for internal and external stakeholders.
• Coordinate with trainers, speakers, facilitators, and external resource persons.

3. Research, Data & Reporting

• Conduct desktop research related to human trafficking and forced labour.
• Collect, organise, and analyse program data to support monitoring and evaluation.
• Conduct and analyse pre- and post-training assessments.
• Support quarterly and annual reporting, work plans, evaluations, and program updates.
• Maintain accurate and up-to-date program records and databases.

4. Documentation & Administration

• Prepare meeting minutes, letters, reports, presentations, briefings, and other project documentation.
• Maintain accurate records of program activities, expenditures, outcomes, and supporting documents.
• Support data quality checks and ensure timely updates to program databases.
• Assist with payment requests, expense reports, procurement documentation, and other administrative processes.

5. Events & Logistics

• Coordinate logistics for training programs, workshops, meetings, and project activities.
• Support venue arrangements, travel, accommodation, transportation, materials, and equipment requirements.
• Assist with itinerary planning and logistics for staff visits and external stakeholder meetings.
• Liaise with Finance and Administration teams to ensure timely processing of payments and expenses.

6. Budget & Resource Management

• Support program budgeting, procurement, and allocation of resources.
• Monitor program-related expenditure and ensure appropriate documentation.
• Assist in ensuring resources are utilised efficiently within approved budgets.

Key Requirements

Qualifications & Experience

• Bachelor's degree in Social Sciences, Political Science, International Relations, Communications, or a related field.
• Minimum 3 years of relevant experience in administration, program coordination, project support, NGO, government, or related environments.
• Experience working with government agencies and/or NGOs is preferred.
• Understanding or experience relating to human trafficking and forced labour is highly advantageous.
• Demonstrated experience in administrative and logistical coordination, particularly for meetings, workshops, conferences, or training programmes.
• Experience supporting budget management, procurement, expense reporting, and resource coordination.
• Willingness to travel within East Malaysia and regionally as required.
• Preference will be given to candidates based in East Malaysia.

Technical / Functional Expertise

• Conducting desktop research related to human trafficking and forced labour.
• Programme data collection, organisation, analysis, monitoring, and evaluation.
• Experience conducting and analysing pre- and post-training assessments.
• Preparation of reports, work plans, evaluations, presentations, briefings, and programme updates.
• Programme record management and database administration.
• Administrative documentation, procurement processes, payment requests, and expense reporting.
• Event, workshop, meeting, and training programme logistics coordination.
• Budget monitoring, expenditure tracking, procurement support, and resource allocation.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Database management experience is an advantage.
• Strong written and verbal communication skills in English and Bahasa Malaysia.

Soft Skills & Leadership Competencies

• Strong organisational skills with excellent attention to detail and the ability to manage multiple priorities.
• Strong analytical and problem-solving skills.
• Excellent interpersonal and stakeholder management skills.
• Ability to build and maintain positive relationships with government agencies, NGOs, partners, and other stakeholders.
• Strong communication and coordination abilities.
• Self-motivated and able to work independently in a remote/home-based or field-based environment.
• Proactive approach to supporting programme delivery and continuous improvement initiatives.