Executive Assistant to ED

RESPONSIBILITIES:

Executive Assistant

• Provide comprehensive administrative support to Executive Director, including managing calendars, scheduling appointments, and coordinating meetings.
• Handle correspondence, including drafting emails, letters, and reports on behalf of Executive Director, and ensure timely responses to inquiries.
• Arrange travel logistics, such as booking flights, accommodations, and transportation for executives.
• Maintain confidential files and records, including sensitive information, contracts, and agreements.
• Prepare meeting agendas, take minutes, and distribute relevant documents.
• Conduct research, gather data, and prepare reports or presentations for executives.
• Assist with project coordination, monitoring progress, and providing updates to Executive Director.
• Act as a liaison between executives, internal teams, and external stakeholders, fostering effective communication and relationship management.

Quality Assurance

• Preparing and implementing quality assurance policies and procedures
• Conducting regular inspections and quality tests
• Assist operations by tracking, documenting, and reporting quality levels as well as CSR, environmental, and health and safety KPIs
• Identifying and resolving workflow and operational issues
• Ensuring compliance with standards and safety regulations
• Address and discuss issues and proposed solutions with superiors
• Recording quality assurance activities and generating audit reports
• Providing recommendations for process improvement
• Prepare and create training materials and operating manuals.

REQUIREMENTS AND SKILLS:

• Experience in the industry or a bachelor’s degree in business, hospitality, or a related field.
• Proven work experience as a Quality Assurance Specialist or Executive Assistant or similar role
• Deep knowledge of quality assurance terminology, methods, and tools
• Excellent analytical, problem-solving, and decision-making skills of tools, methods and concepts of quality assurance
• Solid knowledge of relevant regulatory standards
• Good communication skills, both verbal and written
• Strong attention to detail
• Willingness to travel within Malaysia