Special Officer to CEO

Special Officer to CEO

Damansara Reit Managers Sdn Bhd (Petaling Jaya)

Our company is looking for an organized, independent, and self-motivated Special Officer that will ensure the company's strategy is adhered to and carried out. The role also requires the candidate to bring in best practices in continuous improvement plans and activity into the organization.

Key Responsibilities:

1) Project Management

• Oversee and coordinate projects assigned by the CEO, ensuring that all tasks are completed on time and aligned with organizational goals.
• Prioritize and manage various initiatives simultaneously, collaborating with internal teams and external partners.

2) Administrative Assistance

• Plan, manage, and prioritize conflicting needs of the CEO, proactively handling urgent matters and providing timely solutions.
• Efficiently manage the CEO’s schedule, ensuring appointments and meetings are organized and optimized for time and importance.

3) Secretarial Support

• Prepare and distribute meeting agendas, minutes, and relevant materials to participants in a timely manner.
• Maintain organized records of meeting outcomes and action items, ensuring follow-up and accountability.

4) Communication

• Draft, edit, and proofread correspondence, presentations, and reports, ensuring clarity, professionalism, and consistency with the CEO’s vision and objectives.
• Communicate effectively with internal and external stakeholders on behalf of the CEO.

5) Stakeholder Relations

• Manage relationships with key stakeholders, clients, and other external parties, ensuring positive and productive interactions.
• Represent the CEO in meetings or discussions when required, maintaining professionalism and confidentiality.

6) Event Coordination

• Plan and organize internal and external events, including conferences, meetings, and corporate functions, ensuring smooth execution.
• Coordinate logistics, guest lists, and schedules for events hosted by or involving the CEO.

7) Protocol Support

• Plan and execute protocol for the CEO, including managing high-level meetings, official functions, and travel arrangements.
• Ensure adherence to company policies and standards when dealing with high-profile external contacts.

8) Research

• Conduct general research on industry trends, competitors, or topics relevant to the CEO’s strategic decisions.
• Compile and summarize research findings in clear, concise reports for review.

9) Document Control

• Maintain confidential records and documents related to the CEO’s activities and organizational projects.
• Ensure proper storage, organization, and retrieval of important documents in compliance with company policies.

Qualifications & Experience

• Qualification: Bachelor’s Degree in Business Administration, Communication or a related field.
• Experience: At least 5 years of experience in administrative, or executive assistant role
• Proven track record in managing complex projects, executive scheduling, and communication.

Knowledge & Skills:

• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in verbal and written communication, including English.
• Strong problem-solving skills to anticipate and address the CEO's needs.
• Able to interact professionally with all levels of management, staff, and clients.
• Ensuring accuracy in all tasks and communications.

Job Types: Full-time, Contract
Contract length: 24 months

Benefits:

• Additional leave
• Dental insurance
• Flexible schedule
• Health insurance
• Maternity leave
• Meal allowance
• Opportunities for promotion
• Professional development

Supplemental Pay:

• Performance bonus

Education:

• Bachelor's (Preferred)

Experience:

• executive assistant role: 5 years (Preferred)