Personal Assistant & Admin

KEY RESPONSIBILITIES AND ACCOUNTABILITIES:

1. Communication Management

• Answer and manage phone calls, emails, and other correspondence.
• Screen and prioritize communications, directing them to the appropriate person when necessary.
• Draft, review, and send communications on behalf of the executive.

2. Relay Executive Directives to Office Staff

• Responsible for passing on the directives from the executive to the office staff and periodically reporting to the executive on employee productivity.
• Responsible for communicating the grievances of office employees to their executive.

3. Maintain Calendar and Plan Meetings

• Schedule appointments and update event calendars.
• Arrange meetings and coordinate conference room schedules.
• Assemble background materials and set up the meeting space in advance of meetings.
• Attend meetings and prepare minutes or summaries of the meeting outcomes.

4. Travel Arrangements

• Plan and coordinate domestic and international travel itineraries, including flights (booking/check in/print boarding pass), accommodation (booking/check in), and transportation.
• Prepare travel documentation, including itineraries and necessary travel forms.

5. Handle Confidential Material

• Deal with documents that shouldn’t be seen by just anyone in the office.
• Actions may include typing a manager’s personal correspondence, filing sensitive paperwork, pulling figures that aren’t readily available, opening certain types of mail, updating budgets, reconciling credit card statements, managing employee files, and compiling internal reports.

6. Office Support

• Employers depend on Personal Assistant & Admin to be team players capable of doing whatever is necessary to help the organization run smoothly.
• Answering phones, assisting with mailings, greeting guests, handling travel arrangements, and organizing schedules are some of the tasks that may need to be done.
• Ordering office supplies.

7. Personal Support

• Provide assistance with personal errands such as shopping, meal planning, or appointments.
• Manage household-related tasks and services as required.
• Organize events, family gatherings, or personal functions.

8. Task & Project Coordination

• Handle routine administrative tasks such as filing, organizing, and data entry.
• Assist with the preparation of reports, presentations, and other documents.
• Coordinate and follow up on projects to ensure timely completion.

9. Prepare and Edit Documents

• Reviews outgoing correspondence for grammar, correctness, and completeness, and ensures that appropriate material is attached.
• Prepare memos or other reports for internal or external distribution.

10. Problem-Solving

• Anticipate needs and offer solutions to issues as they arise.
• Be proactive in addressing challenges and providing support.

11. Maintain Databases and Filing Systems

• Design, implement and maintain filing systems, both electronic and paper.
• When requested, they search for and compile requested material from the databases.

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• At least Diploma/Advanced Diploma in any subject.
• Min 3 years in similar capacity.

JOB COMPETENCIES

Knowledge

• Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.
• Proficient in computer technology especially Microsoft Office applications

Skills

• Communication Skills.
• Interpersonal Skills.
• Time Management Skills.
• Strong Organizational Skills.
• Attention to Details.

Abilities

• Prioritize well.
• Abilities to multi-tasking.
• Get to know superior and the business inside out.
• Proactive and enthusiastic about delivering positive results.

Job Types: Full-time, Permanent

Pay: RM4,000.00 - RM5,500.00 per month

Benefits:

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

Ability to commute/relocate:

• Sentul: Reliably commute or planning to relocate before starting work (Required)

Education:

• Diploma/Advanced Diploma (Preferred)

Experience:

• Personal Assistant: 3 years (Preferred)

Language:

• Mandarin (Preferred)
• Bahasa (Preferred)
• English (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person