PROTEGE PROGRAM - Administrative Executive Assistance

1. Position Overview:

We are seeking a highly organized and proactive Administrative Executive Assistant to support our executive team. The ideal candidate will possess excellent communication skills, a strong ability to multitask, and a commitment to providing top-tier administrative support. This role involves managing executive schedules, coordinating meetings, and handling a variety of administrative tasks to ensure smooth and efficient office operations.

2. Key Responsibilities:

a. Executive Support:

• Provide direct administrative support to senior executives, including managing their calendars, appointments, and daily schedules.
• Screen calls, emails, and other communications, prioritizing and redirecting them as needed.
• Arrange and coordinate meetings, conferences, travel, and accommodation for executives.
• Prepare and organize materials for meetings, presentations, and reports.

b. Communication and Correspondence:

• Draft, proofread, and edit emails, memos, letters, and reports.
• Act as the main point of contact between executives and internal or external stakeholders.
• Maintain effective communication channels between departments and assist in relaying information to appropriate parties.

c. Meeting and Event Coordination:

• Organize, schedule, and coordinate meetings, conference calls, and events for executives.
• Take meeting minutes and follow up on action items to ensure timely completion.
• Prepare agendas, set up meeting spaces, and ensure all logistics are handled.

d. Document and File Management:

• Organize and maintain executive files, documents, and records in both physical and digital formats.
• Ensure documents are properly stored, secured, and easily accessible when needed.
• Handle confidential and sensitive information with discretion.

e. Project and Task Management:

• Assist executives with tracking and managing ongoing projects, ensuring that deadlines and milestones are met.
• Help with coordinating the flow of work and tasks between different departments or teams.
• Prepare reports and status updates for executives on the progress of key projects.

f. Travel and Expense Management:

• Arrange travel itineraries, including flights, hotels, transportation, and accommodations.
• Process and track executive expenses, ensuring they are documented and compliant with company policies.

g. Office Management:

• Ensure smooth office operations, including managing office supplies, ordering materials, and overseeing office maintenance.
• Liaise with vendors and service providers to maintain office equipment and services.

3. Qualifications:

a. Education:

• Bachelor’s degree in Business Administration, Management, or a related field preferred.

4. Skills:

• Strong organizational and multitasking skills, with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Problem-solving and decision-making abilities.
• Strong attention to detail and accuracy.

5. Benefits:

a. An allowance of RM2000.00 per month.

b. SOCSO + EIS.

c. Annual & Medical Leave.

Job Types: Temporary, Fresh graduate
Contract length: 8 months

Pay: RM2,000.00 per month

Schedule:

• Monday to Friday

Application Deadline: 01/17/2025
Expected Start Date: 02/03/2025