Executive Support & Team Coordinator

Looking for a role where no two days are the same? Become a trusted support to the executive team, driving operational excellence by providing remote coordination and administrative support to the onshore team, and enabling executive success in a growing global business!

The Opportunity

As the Executive Support & Team Coordinator, you’ll provide coordination and administrative support to the Australia-based Executive Assistant and broader Specialized Group. Working closely with the Executive Assistant, you’ll take ownership of key activities that keep the team organized and connected, including scheduling, onboarding, recruitment coordination, finance administration, travel and systems support.

This role is designed to take the day-to-day coordination and administrative load off the Executive Assistant, enabling the onshore team to focus on executive, board, regulatory and stakeholder priorities. Working across multiple locations and time zones, you’ll ensure schedules, onboarding, meetings and essential team administration are coordinated accurately and efficiently.

Why join us?

• Proudly Great Place to Work® certified
• Celebrate globally: Company trips (2025: Hong Kong, 2024: Thailand), Culture Champs, Year-end parties, leadership awards & more
• Grow with stability: 100+ in our 10-Year Club by 2025
• Dynamic talent network: 2,000+ across APAC and beyond
• Competitive compensation with annual reviews
• Comprehensive medical care for you and your family
• Generous paid leave because work-life balance matters
• Level up with LinkedIn Learning and tailored training

Staff Testimonial

“Working for the best client and loving what you do makes everything enjoyable at work.” – Senior Broker, ASW Philippines.

What You’ll Do

• Manage end-to-end new starter onboarding, including onboarding checklists, system, SharePoint and Call Master access, as well as HR transfer and departure actions
• Maintain the recruitment tracker and coordinate interview scheduling based on team leader availability and open requisitions
• Own the master schedule for onboarding, training and meetings, ensuring sessions do not conflict, trainer attendance is confirmed and team schedules remain accurate
• Manage diaries, calendars and meeting coordination across multiple stakeholders and time zones, including scheduling recurring meetings, resolving conflicts and booking meeting and training rooms
• Coordinate team phone and out-of-office coverage using team schedules and approved leave information to ensure appropriate coverage and continuity
• Manage finance and procurement administration in Workday, including expense submission and reconciliation, supplier invoices, vendor set-up and purchase orders
• Coordinate business travel through the corporate travel provider, track travel costs where required, and manage related Uber for Business and GoGet administration
• Maintain the Specialised Insurance Group SharePoint page and supporting content, including raising and tracking Service Desk requests and assisting with Outlook, mailbox and SharePoint access issues
• Maintain team administration, including distribution lists and other operational requests, while building effective relationships with the Executive Assistant, team leaders and corporate support functions
• Handle confidential information with discretion, follow established processes, escalate issues appropriately and identify opportunities to improve and streamline administrative activities.

Key Criteria

• 3–5 years’ experience in executive support, team coordination, administration or a similar role within a corporate, professional services, consulting or multinational environment
• Proven experience coordinating diaries, calendars, meetings and schedules across multiple stakeholders, ideally across time zones
• Strong proficiency in Microsoft Office Suite, particularly Outlook, Excel, Word, Teams and SharePoint
• Experience using Workday or a similar HR, finance or business system, with exposure to expenses, invoices, purchase orders or vendor administration
• Experience in onboarding, HR or recruitment coordination, including interview scheduling, is highly regarded
• Excellent written and verbal English communication skills, with strong stakeholder management and relationship-building capability
• Exceptional attention to detail, organisation and time management, with the ability to manage competing priorities and recurring deadlines
• Demonstrated discretion, accountability and ability to work autonomously while adapting to changing priorities within a geographically distributed team

Work Setup:

• Mid Valley, Kuala Lumpur; fully onsite during probation, followed by a hybrid setup of 3 days onsite and 2 days WFH upon confirmation
• Monday–Friday; 7 am–4 pm MYT working hours (may need flexibility depending on business requirements)