Personal Assistant & General Administration

Job Title: Personal Assistant & General Administration

Location: Kuala Lumpur, Malaysia

Reporting to: Managing Director

Duties and Responsibilities:

Personal Assistant:

• Act as the first point of contact for the MD with internal and external clients
• Handle incoming requests and queries appropriately
• Manage the MD’s diary, schedule meetings and appointments, and provide reminders
• Book and manage travel arrangements
• Develop and maintain an efficient documentation and filing system
• Answer and direct phone calls
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of presentations
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering general questions and requests
• Handle confidential information with discretion.
• Ensuring vehicle insurance, local and trade and other licences are up to date
• Coordination of Office IT requirements according to Group Policy.

Administrative Support

• In charge of office upkeep and maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize travel arrangements for colleagues, i.e. book conference calls, rooms, taxis, couriers, hotels, etc.
• Coordinate office procedures
• Resolve administrative problems
• Provide polite and professional communication
• Managing distribution list of for corporate communications
• Any other ad hoc tasks and / or assignment as may be given from time to time.

Personal Requirements & Attributes

• Proven admin or assistant experience
• Professional, pleasant personality with good interpersonal and communication skills in both English and Bahasa Malaysia (spoken and written).
• Capable of multi-tasking and seeing assigned tasks through to completion.
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office, office management systems and procedures
• At least 5 years of experience in the field or in a related area
• High school diploma or equivalent; college degree preferred
• Tactful and discreet in dealing with confidential information.
• A dependable self-starter.
• Able to perform under pressure and to meet deadlines.

Salary: Please state your expected salary as remuneration will be commensurate with skills and experience