Executive Assistant (Malaysia based)

About Vanice Advisory

Vanice Advisory is a modern, tech-driven corporate services firm that helps businesses, entrepreneurs, and investors establish and grow their presence in Singapore. We provide company incorporation, corporate secretarial services, M&A advisory, EP/PR applications, business investment solutions, grants, loans, and financing advisory all powered by smart automation and AI to simplify compliance and governance.

Our mission is to empower businesses with seamless, hassle-free corporate solutions, allowing them to focus on growth while we handle the complexities of regulatory compliance. Whether it's a startup looking to set up in Singapore, an SME navigating government grants and financing, or an international investor seeking business opportunities, Vanice Advisory is the trusted partner they need.

At Vanice, we believe in innovation, collaboration, and putting our clients first and are building a team of passionate professionals who share our vision.

About the Role:
We are looking for a detail-oriented and reliable Administrative Assistant to support our team with internal task coordination, client compliance tracking, and general administrative duties. This role is essential in helping us meet internal deadlines and maintain smooth day-to-day operations.

Key Responsibilities:

1. Deadline & Task Management

- Track and monitor internal team submission deadlines (e.g. applications, claims, and project deliverables).

- Maintain a central calendar of client filing deadlines (e.g. corporate secretarial, tax, and compliance timelines)

- Send timely reminders to relevant team members to ensure all tasks are completed within SLA.

2. Administrative Support

- Manage general administrative tasks such as document filing, data entry, and procurement of office supplies.

- Provide assistance on HR-related matters as needed.

- Prepare basic reports and summaries for internal and management review.

3. Client Coordination

- Monitor client compliance requirements and filing deadlines, ensuring timely reminders and follow-ups are issued.

- Keep client records and information updated in internal systems.

- Liaise with clients for administrative concerns and queries when necessary.

Qualifications:

• Proven experience in an administrative or coordination role
• Strong organizational and time management skills
• Excellent communication skills, both written and verbal
• Proficiency in Microsoft Office and Google Workspace
• Ability to handle multiple priorities and deadlines

Why Join Vanice Advisory?

• Exposure to a wide range of industries and clients (local & international).
• Opportunity to grow with a dynamic, tech-driven firm.
• Supportive team culture with learning and development opportunities.
• Performance-based incentives and clear career progression.