Role and Responsibilities

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-NY1

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 Employment Opportunity

At CAE, everyone is welcome to contribute to our success. With no exception.

As captured in our overarching value "One CAE", we’re proud to work as one passionate, boundaryless and inclusive team.

At CAE, all employees are welcome regardless of race, nationality, colour, religion, sex, gender identity or expression, sexual orientation, disability, neurodiversity or age.

At CAE, we equip people in critical roles with the expertise and solutions to create a safer world. As a technology company, we digitalize the physical world, deploying simulation training and critical operations support solutions. Above all else, we empower pilots, airlines, defence and security forces, and healthcare practitioners to perform at their best every day and when the stakes are the highest. Around the globe, we’re everywhere customers need us to be with more than 13,000 employees in more than 200 sites and training locations in over 40 countries. CAE represents 75 years of industry firsts—the highest-fidelity flight and mission simulators, surgical manikins, and personalized training programs powered by artificial intelligence. We’re investing our time and resources into building the next generation of cutting-edge, digitally immersive training and critical operations solutions while keeping positive environmental, social and governance (ESG) impact at the core of our mission. Today and tomorrow, we’ll make sure our customers are ready for the moments that matter.