Personal Assistant to Managing Director

Job Purpose

To provide high-level administrative and operational support to the Managing Director, ensuring efficient management of his schedule, communications, and tasks. The Personal Assistant will serve as a key point of contact for both internal and external stakeholders and will manage confidential and time-sensitive material with discretion.

Key Responsibilities

• Administrative Support
• Manage the Managing Director's daily schedule, including meetings, travel arrangements, and appointments.
• Prepare and manage correspondence, emails, reports, and other documents as required.
• Organize and prioritize tasks, ensuring that the Managing Director is well-prepared for meetings and events.
• Draft meeting agendas, take minutes, and follow up on action items.
• Handle confidential and sensitive information with the utmost discretion.
• Communication Management
• Act as the first point of contact between the Managing Director and internal/external stakeholders.
• Screen and manage phone calls, emails, and other correspondence on behalf of the Managing Director.
• Facilitate clear communication between the Managing Director and team members, departments, and external partners.
• Event & Travel Coordination
• Plan, coordinate, and manage the Managing Director's travel itineraries, including flights, accommodations, and logistics for both domestic and international trips.
• Assist in organizing corporate and personal events, meetings, and conferences involving the Managing Director.
• Project Management Support
• Assist the Managing Director with special projects and initiatives as required, ensuring timely completion of tasks.
• Conduct research and compile reports for the Managing Director on a variety of topics related to business strategies, markets, and operational plans.
• Office & Personal Management
• Manage personal tasks and errands for the Managing Director, including household administration, if required.
• Maintain a well-organized filing system for both business and personal documentation.
• Stakeholder Relations
• Build and maintain positive relationships with key stakeholders including board members, clients, vendors, and partners.
• Represent the Managing Director professionally in interactions with internal and external parties.

Key Requirements

• Qualifications:
• Bachelor’s degree in Business Administration, Management, or related field.
• Diploma or certificate in Office Management or Secretarial Studies is a plus.
• Experience:
• Minimum of 5 years experience as a Personal Assistant or Executive Assistant to C-suite executives.
• Experience in a fast-paced corporate environment.
• Skills:
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent interpersonal skills with the ability to manage multiple stakeholders.
• High level of discretion, professionalism, and confidentiality.
• Personal Attributes:
• Detail-oriented and proactive.
• Flexible, adaptable, and able to work under pressure.
• High emotional intelligence and cultural sensitivity.

Work Environment

This position requires the flexibility to work outside regular office hours when necessary and may involve occasional travel.

Job Type: Full-time

Pay: RM3,500.00 - RM7,500.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Professional development

Schedule:

• Monday to Friday

Expected Start Date: 02/01/2025