Administrative Executive cum Personal Assistant

Tecnimont E&I (M) Sdn Bhd; Kuala Lumpur; Vor Ort; MYR 45.000 - 73.000; Vollzeit

Zusammenfassung

Tecnimont E&I (M) Sdn Bhd is seeking a capable Personal Assistant to the Director in Kuala Lumpur. The role covers calendar management, meeting coordination, travel planning and handling confidential correspondence.

You will also manage front desk activities and support day-to-day office operations with a professional and discreet approach. The successful candidate will liaise with internal departments, clients and vendors, ensuring smooth communication and efficient scheduling.

Qualifikationen

• Diploma or Degree in Business Administration, Secretarial Studies, Office Management, Human Resources, Hospitality or a related discipline.
• Experience 3–5 years in a Personal Assistant/Executive Assistant/Secretary or similar role.
• Experience supporting senior management or Directors preferred.
• Experience in an MNC, EPC, engineering, construction or project-based environment advantageous.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional appearance and interpersonal skills.
• Proficient in MS Outlook, Word, Excel and PowerPoint.
• Able to manage multiple priorities independently.
• High level of discretion and confidentiality.

Aufgaben

• Personal Assistant to Director: manage calendar, appointments, meetings and daily schedule.
• Coordinate internal and external meetings, room arrangements and documentation.
• Prepare correspondence, letters, reports, presentations and other documents.
• Coordinate business travel including flights, accommodation, transportation and itineraries.
• Liaise with internal departments, clients, vendors and external parties on behalf of the Director.
• Screen and prioritize calls, emails and meeting requests; prepare agendas and follow up on actions.
• Assist with expense claims, invoices and administrative documentation.
• Reception & Front Office: Manage reception area, greet visitors, answer calls and handle registrations.
• Maintain filing and document control for administrative records.
• Support events, management visits and corporate meetings.

Kenntnisse

Organizational skills

Time management

Multitasking

Communication skills

Interpersonal skills

English proficiency

Bahasa Malaysia

Ausbildung

Diploma or Degree in Admin/Secretarial/Office mgmt

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Jobbeschreibung

To provide comprehensive administrative and secretarial support to the Director while managing front-desk and reception activities. The role is responsible for coordinating the Director’s schedule, meetings, travel and correspondence, as well as ensuring visitors, calls and day-to-day office activities are handled professionally and efficiently.

Key Responsibilities

1. Personal Assistant to Director - Manage the Director’s calendar, appointments, meetings and daily schedule.

• Coordinate internal and external meetings, including meeting room arrangements and required documentation.
• Prepare correspondence, letters, reports, presentations and other documents as required.
• Coordinate business travel arrangements including flights, accommodation, transportation and itineraries.
• Manage and organize confidential documents, records and correspondence.
• Screen and prioritize incoming calls, emails, meeting requests and communications for the Director.
• Prepare meeting agendas and assist with recording and following up on action items.
• Liaise with internal departments, clients, vendors and other external parties on behalf of the Director.
• Assist with expense claims, invoices and other administrative documentation.
• Provide ad hoc administrative and coordination support to the Director when required.

2. Reception & Front Office - Manage the reception area and maintain a professional and welcoming environment.

• Greet and assist visitors, clients, vendors and business partners.
• Answer, screen and redirect incoming telephone calls appropriately.
• Coordinate visitor registration, access arrangements and meeting room bookings.
• Receive and distribute incoming documents, courier items, parcels and correspondence.
• Coordinate outgoing courier and document delivery services.
• Maintain visitor records and ensure relevant office access/security procedures are followed.
• Support meeting and conference arrangements, including refreshments and basic logistical requirements.

3. Office Administration - Maintain proper filing and document control for administrative records.

• Monitor office supplies and coordinate replenishment when required.
• Coordinate with service providers and vendors for general office requirements.
• Support company events, management visits and corporate meetings.
• Assist other departments with administrative matters where necessary.
• Maintain confidentiality and professionalism when handling sensitive company and management information.

Requirements

• Education Diploma or Degree in Business Administration, Secretarial Studies, Office Management, Human Resources, Hospitality or a related discipline.
• Experience Preferably 3–5 years of experience as a Personal Assistant, Executive Assistant, Secretary, Receptionist or similar administrative role.
• Experience supporting senior management or Directors will be an advantage.
• Experience in an MNC, EPC, engineering, construction or project-based environment would be advantageous.
• Skills & CompetenciesStrong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional appearance and interpersonal skills.
• Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Able to manage multiple priorities and work independently.
• Strong attention to detail and follow-up capability.
• Good coordination and problem-solving skills.
• High level of integrity, discretion and confidentiality.
• Able to communicate professionally with senior management, clients and international stakeholders.

[Proficiency in AI-powered tools such as Microsoft Copilot and ChatGPT is an added advantage]

• Language - Good command of written and spoken English and Bahasa Malaysia.
• Additional languages would be an advantage.