PMO (Project Management Office) Specialist

Position Title: PMO (Project Management Office) Specialist(Executive Support Track / Business Operations Hub)Location: Bangsar, Kuala Lumpur, MalaysiaReporting Line: Regional Business DirectorRegions Covered: Malaysia, Vietnam, Philippines[Position Summary]This role is positioned as the "execution hub" and "management assistant" to the regional business leader.

The core value lies in systematically receiving, breaking down, and tracking all to‑do items of the leader (on a scale of hundreds per day), ensuring efficient task assignment and closed‑loop execution.Unlike traditional secretarial or project coordination roles, this position requires the strategic perspective of an executive assistant combined with project management capabilities, enabling the leader to focus on strategic decision‑making instead of operational follow‑ups.Key Responsibilities

• Executive To‑Do Management
• Receive all to‑do items from the regional business leader; structurally break them down, prioritize, assign ownership, and set deadlines.
• Establish and maintain a tracking mechanism; proactively follow up on execution progress with business teams in Malaysia, Vietnam, and the Philippines; identify risks and blockers, and drive resolution.
• Periodically generate a full to‑do dashboard and completion rate analysis report, highlighting key progress and pending issues for the leader.
• Meeting and Event Organization
• Oversee end‑to‑end organization of major departmental meetings and cross‑regional business events, including agenda planning, material preparation, minute taking, and action item distribution.
• Convert meeting decisions into trackable to‑do entries and integrate them into a unified management workflow to ensure follow‑through.
• Project Facilitation and Execution Support
• Liaise with group functions and business units to support full project lifecycle (initiation, execution, monitoring, closing) across regions.
• Track project milestones and deliverable quality; provide early warnings on deviations and coordinate resources for intervention.
• Process Improvement and Knowledge Management
• Draft and iterate SOPs and various project reports (weekly, monthly, post‑project reviews).
• Continuously improve to‑do management and meeting collaboration mechanisms to enhance overall operational efficiency.

Qualifications

• Ability to work under pressure and multitask: Comfortable in a fast‑paced, highly dynamic environment with multiple parallel workflows; able to maintain clarity and result orientation amidst high volume of information.
• Logical thinking and planning skills: Strong analytical, structuring, and planning capabilities; able to quickly translate ambiguous requirements into actionable paths.
• Technical skills: Proficient in Excel (pivot tables, progress tracking), Word, and PowerPoint; solid documentation and data visualization skills.
• Proactivity and accountability: Self‑driven, able to anticipate risks, push through blockers, and operate without frequent supervision.
• Communication and collaboration: Excellent cross‑cultural and cross‑functional communication skills; able to effectively drive task completion across business units.
• Education: Bachelor's degree or above preferred.
• Language requirements: Chinese proficiency as a working language (mandatory); English or Malay proficiency is a plus.

Value & Development

• Deep involvement in core regional management processes; become the most trusted execution partner of the regional business leader.
• Rapidly develop strategic planning, influencing, and problem‑solving skills in a high‑intensity, high‑exposure environment.
• Pragmatic, results‑oriented team culture with significant autonomy and room for growth.

Job Type: Full-time

Pay: RM6,000.00 - RM8,000.00 per month

Benefits

• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Experience

• PMO: 2 years (Required)

Language

• Chinese (Required)

Location

• Kuala Lumpur (Required)

Work Location: In person