Job Description
1.
Executive Support:Provide comprehensive administrative support to senior executives or management team, including calendar management, meeting coordination, and travel arrangements.
Draft, review, and edit internal and external communications, such as emails, reports, presentations, and correspondence.
Prepare and organize documents for meetings, ensuring all necessary materials are available and ready.
2.
Meeting Coordination & Event Management:Coordinate and schedule meetings, ensuring that all participants are informed and that logistical details (such as venue, time, and agenda) are managed.
Take meeting minutes, track action items, and follow up on outstanding tasks as necessary.
Assist in organizing corporate events, conferences, or seminars, handling logistics, participant coordination, and event materials.
3.
Office Management:Oversee office operations, ensuring efficient workflows and that all office supplies and equipment are in working order.
Manage and maintain filing systems, ensuring documents are properly archived and easily accessible.
Handle sensitive and confidential information with discretion and professionalism.
4.
Communication & Liaison:Act as the first point of contact for internal and external stakeholders, maintaining a professional image and facilitating clear communication between the executive team and others.
Liaise with other departments, clients, or external partners to ensure timely follow-up on pending matters and requests.
5.
Task Prioritization & Time Management:Efficiently prioritize and manage multiple tasks, ensuring deadlines are met while maintaining high standards of accuracy and professionalism.
Assist in managing special projects, providing support where needed, and ensuring that objectives are achieved in a timely manner.
6.
Travel & Expense Management:Coordinate complex travel itineraries, including flights, accommodation, transportation, and any necessary business arrangements.
Manage expense reports, ensuring timely submission and adherence to company policies.
7.
Confidentiality & Discretion:Maintain a high level of confidentiality when handling sensitive or proprietary information.
Exercise discretion when managing personal or confidential matters for senior management.
8.
Supervisory Responsibilities (if applicable):Supervise or mentor junior administrative staff or other secretaries, ensuring proper training, support, and effective team collaboration.
9.
Others:Adhere to and ensure compliance with the policies, procedures, and guidelines listed in the Anti-Money Laundering and Counter Financing of Terrorism Operations Manual as well as all other operating policies/procedures and regulatory rules at all times.
Job RequirementEducation/Professional Qualifications:Bachelor in Business Administration or in any related discipline.
Required Skills and Qualifications:Proven experience as a senior secretary or executive assistant, preferably in a corporate or high-level executive environment.
Strong organizational and time-management skills with the ability to multitask and prioritize.
Excellent written and verbal communication skills.
Good communications skills in English, Chinese, and Bahasa Malaysia.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Discretion and confidentiality in handling sensitive information.
Attention to detail, accuracy, and professionalism.
Strong interpersonal skills with the ability to build and maintain relationships at all levels.
Ability to work under pressure and meet deadlines.
Familiarity with social media operation is preferred.
Desirable Attributes:Proactive attitude with a problem-solving mindset.
Experience with travel and expense management.
Ability to work independently and take initiative when necessary.
Flexibility and adaptability in a dynamic work environment.#J-18808-Ljbffr