Associate Administrative Assistant

About the role

Alcon is seeking an Associate Administrative Assistant to support its Facilities & Administration function in Malaysia. The role focuses on technical administrative tasks, travel coordination, event management, and document handling while ensuring compliance with GxP regulations.

Key responsibilities

• Manage all site travel arrangements and corporate credit‑card claim reporting.
• Lead or co‑lead site‑wide events and coordinate logistics.
• Edit, proofread, format, and produce a variety of documents.
• Enter, file, and archive paper and electronic records with strict quality control.
• Schedule meetings, manage diaries, arrange travel, and handle telephone communications.
• Maintain confidentiality of business and personnel information.
• Follow SOPs to adhere to GxP regulations and complete required training.

Required profile

• Diploma or Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum 3 years experience as an Administrative or Executive Assistant, preferably supporting senior leadership in manufacturing, operations, engineering, or regulated multinational environments.

Required skills

• Advanced proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams).
• Familiarity with Copilot 365 for productivity tasks (preferred).
• Hands‑on experience with Power Automate to create workflows (preferred).
• Strong ability to prepare executive‑level presentations, reports, and dashboards.