Administrative Executives (Alcohol)

Ban Chuan Trading Co Sdn Bhd; Seberang Perai; On-site; MYR 100,000 - 150,000; Full time

Job summary

A trading company in Malaysia is seeking an experienced Executive Administrative Assistant to manage executive calendars, schedule meetings, and coordinate travel arrangements. The ideal candidate will have excellent organization skills, proficiency in office management systems, and the ability to prepare professional correspondence and reports. A minimum of one year of experience in a similar role is required, along with strong English communication skills. This is an excellent opportunity to contribute to office efficiency and effectiveness.

Qualifications

• At least 1 year of experience in a similar role demonstrating organizational skills.
• Full knowledge of office management systems and procedures.
• Proficient in written and spoken English, with strong communication skills.

Responsibilities

• Manage executive's calendar and schedule meetings, conferences, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Monitor and respond to incoming communications.

Skills

Calendar Management

Travel Coordination

Meeting Coordination and Scheduling

Email Management

Office Management

Data Entry and Management

Budget Management

Project Management

Event Planning and Coordination

Research and Analysis

Presentation Preparation and Delivery

Communication and Interpersonal Skills

Time Management and Prioritization

Problem Solving and Critical Thinking

Professionalism and Discretion

Education

At Least SPM or equivalent

Minimum 1 year experience as an Executive Administrative Assistant or Secretarial position

Tools

MS Office

Job description

Should emphasize excellent organizational and time management skills, showcasing a proven track record of managing executive calendars, scheduling meetings, and coordinating travel arrangements. Highlight your ability to prepare and edit correspondence, reports, and presentations, as well as your experience in researching and creating engaging content for executive-level meetings. Additionally, demonstrate your expertise in managing projects, maintaining office efficiency, and streamlining filing systems to showcase your well-rounded skill set and ability to contribute to overall company success.

Job Scopes

• Manage executive's calendar and schedule meetings, conferences, and travel arrangements
• Prepare and edit correspondence, reports, and presentations
• Maintain executive's contact list
• Prepare agendas and make arrangements for committee, board, and other meetings
• Monitor, screen, respond to, and distribute incoming communications; prepare and submit expense reports
• Research and create presentations for executive-level meetings
• Coordinate and direct office services, such as records, departmental finances, and housekeeping
• Manage and maintain executive's projects and deadlines
• Create and maintain filing systems; assist with special projects as needed

Job Requirements

• Calendar Management
• Travel Coordination
• Meeting Coordination and Scheduling
• Email Management
• Office Management
• Data Entry and Management
• Budget Management
• Project Management
• Event Planning and Coordination
• Research and Analysis
• Presentation Preparation and Delivery
• Communication and Interpersonal Skills
• Organization and Attention to Detail
• Time Management and Prioritization
• Adaptability and Flexibility
• Problem Solving and Critical Thinking
• Professionalism and Discretion
• Multitasking and Efficiency
• Teamwork and Collaboration
• Customer Service and Relationship Building
• Initiative and Proactivity
• Technology and Software Proficiency
• Emotional Intelligence and Empathy

Job Qualifications

• At Least SPM or equivalent and above
• Minimum 1 year experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position
• Full knowledge of office management systems and procedures
• Basic bookkeeping and math skills
• Proficiency in English
• Exemplary planning and time management skills
• Ability to stay calm and on-task in high-stress situations
• Current in today's office technology, and computer software including MS Office; ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion with personal and confidential information