PERSONAL ASSISTANT TO PRESIDENT

A Personal Assistant (PA) to the President provides administrative and logistical support to ensure the President can focus on high-level tasks. The role involves a mix of organizational, communication, and problem-solving responsibilities. Here's a detailed job description for a Personal Assistant to the President:

KEY RESPONSIBILITIES:

Administrative Support:

• Manage the President’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Act as the first point of contact, handling correspondence and phone calls.
• Organize and prepare documents, presentations, and reports for meetings.
• Attend meetings alongside the President, take minutes, and follow up on action points.

Communication Management:

• Draft, proofread, and manage communications on behalf of the President.
• Liaise with internal teams, external stakeholders, and clients to coordinate meetings and communications.
• Prioritize emails, calls, and other communications to ensure timely responses.

Travel Coordination:

• Plan and coordinate complex domestic and international travel arrangements, including accommodation, transportation, and itineraries.
• Ensure travel plans are aligned with business objectives and anticipate any potential travel issues.

Project Management:

• Assist with the management of special projects and initiatives driven by the President.
• Track progress on various tasks, ensuring deadlines are met and follow-ups are handled efficiently.

Event Planning:

• Organize and coordinate corporate events, meetings, and conferences.
• Manage logistics such as venue booking, catering, and attendee management.

Confidentiality and Discretion:

• Handle sensitive information with utmost confidentiality and professionalism.
• Protect the President's privacy and ensure a high level of discretion in all matters.

Office Management:

• Oversee the President's office, ensuring it runs smoothly and is well-organized.
• Order office supplies, manage budgets, and handle expense reports.

Relationship Building:

• Develop and maintain strong relationships with internal staff, clients, and external contacts to facilitate smooth communication.
• Represent the President in a professional and approachable manner.

JOB SPECIFICATIONS:

• Bachelor’s degree in Business Administration, Management, Communications, or a related field (preferred but not mandatory based on experience).
• Minimum of 5 years of experience in an executive or personal assistant role, ideally supporting senior management or C-level executives.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with scheduling software (like Google Calendar, Outlook, or Asana) and project management tools (e.g., Trello, Monday.com).
• Proficiency in video conferencing tools (Zoom, Microsoft Teams).
• Ability to learn new software and tools quickly, and troubleshoot basic technical issues.
• Strong verbal communication for liaising with internal teams, clients, and external stakeholders.
• Proven ability to manage multiple priorities and tasks simultaneously.
• Experience managing complex calendars, including travel logistics and event planning.
• Ability to prioritize and meet tight deadlines consistently.
• Demonstrated ability to work effectively with cross-functional teams.
• Experience building and maintaining relationships with key stakeholders, including clients, suppliers, and partners.
• Experience handling confidential and sensitive information with the highest level of discretion and professionalism.
• Availability to work outside of standard business hours, including evenings and weekends when needed.
• Willingness to travel with the President when necessary, and ability to manage travel logistics efficiently.
• Ability to work independently, take initiative, and follow through on projects with minimal supervision.

Job Types: Full-time, Permanent

Pay: RM3,000.00 - RM5,000.00 per month

Supplemental Pay:

• Performance bonus