Personal Asisstant

TEN QUINTILLION SDN BHD; Kuching; On-site; MYR 30,000 - 60,000; Full time

Job summary

An established industry player seeks a proactive Personal Assistant to support the Director in daily operations. This role involves managing schedules, coordinating travel, and ensuring effective communication with stakeholders. The ideal candidate will have strong organizational skills, proficiency in office software, and the ability to handle confidential information with discretion. Join a dynamic team where your contributions will enhance the efficiency of executive operations, and enjoy a collaborative work environment that values professionalism and adaptability.

Qualifications

• Proven experience as a personal assistant or executive assistant.
• Strong organizational and multitasking skills are essential.

Responsibilities

• Provide comprehensive administrative support to the Director.
• Manage the Director’s calendar and travel arrangements.

Skills

Organizational Skills

Communication Skills

Office Software Proficiency

Multitasking

Attention to Detail

Interpersonal Skills

Discretion

Education

High School Diploma

College Degree

Tools

MS Office

Google Suite

Job description

Provide comprehensive administrative and personal support to the Director, managing all day-to-day activities.

Manage the Director’s calendar, including scheduling meetings, appointments, and conferences.

Prioritize and manage the Director’s time to ensure efficient work-flow and minimal conflicts.

Coordinate and manage the Director’s travel arrangements, including booking flights, hotels, transportation, and creating detailed itineraries.

Handle personal requests and tasks for the Director, ensuring all aspects of their professional and personal life are well-organized.

2) Communication and Liaison:

Act as the first point of contact between the Director and other team members, clients, executives, or stakeholders.

Handle all inbound and outbound communication, including emails, phone calls, and other correspondence.

Screen and direct calls and emails, responding on behalf of the Director when necessary.

Organize and prepare communication, including reports, memos, presentations, and other documents, on behalf of the Director.

Draft and edit correspondence, internal communications, and other documentation in a timely and professional manner.

3) Meeting and Event Management:

Schedule, coordinate, and manage meetings, ensuring all details (location, timing, materials, and attendee coordination) are in place.

Prepare agendas, take minutes, and follow up on action items during meetings with the Director.

Assist in planning and organizing business events, conferences, and other engagements.

Arrange catering, venues, and logistics for Director’s meetings and business events.

4) Travel Coordination:

Manage and coordinate all aspects of business travel, including flight bookings, accommodation, transportation, and visa arrangements when required.

Prepare travel itineraries and ensure all travel plans run smoothly and efficiently.

Manage expense reporting and reconciliation related to business travel.

5) Confidentiality and Discretion:

Handle confidential information with the utmost discretion and professionalism.

Maintain confidentiality regarding both business and personal matters related to the Director.

Ensure sensitive matters are managed appropriately and that the Director’s privacy is respected at all times.

6) Office and Personal Organization:

Organize the Director’s office space, ensuring it remains efficient and tidy.

Maintain filing systems, both physical and electronic, to ensure easy access to key documents.

Support the Director in managing daily tasks, deadlines, and prioritizing urgent matters.

Assist with personal tasks, such as running errands, managing household responsibilities, or organizing personal appointments, if required.

7) Project Assistance:

Assist the Director with various ad hoc projects, research, and special tasks as needed.

Prepare materials and presentations for internal or external meetings, conferences, or reports.

Ensure project timelines and deliverables are tracked and communicated effectively.

8) Office Management:

Oversee administrative tasks related to office management, including handling mail, office supplies, and maintaining records.

Ensure the smooth running of daily office functions, assisting in the coordination of meetings and activities with other departments.

Act as a gatekeeper, ensuring the Director's priorities are managed and important communications are flagged.

9) Vendor and Client Relations:

Manage relationships with vendors, clients, and other external stakeholders on behalf of the Director.

Oversee and coordinate business engagements, ensuring timely follow-up and successful execution.

Prepare contracts, agreements, or other documents for the Director’s review and signature.

Perform additional duties and tasks as required to support the Director and ensure smooth day-to-day operations.

Handle any emergencies, changes in schedule, or unexpected demands with a flexible approach.

Key Skills and Qualifications:

1) Education:

A high school diploma or equivalent is required; a college degree or equivalent qualification is preferred.

2) Experience:

Proven experience as a personal assistant or in an executive assistant role, preferably supporting a senior-level executive or Director.

3) Skills:

Strong organizational and multitasking skills.

Excellent verbal and written communication skills.

High proficiency in office software (MS Office, Google Suite, etc.), and knowledge of other office management tools.

Ability to prioritize tasks and manage time effectively.

Exceptional attention to detail and problem-solving ability.

Strong interpersonal skills, with the ability to build relationships at all levels.

Discretion and the ability to handle confidential information.

4) Attributes:

Proactive, flexible, and able to work independently with minimal supervision.

Highly professional demeanor, polished appearance, and strong ethical standards.

Ability to adapt quickly in a fast-paced and ever-changing environment.

Ability to anticipate needs and be responsive in a timely manner.

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Your application will include the following questions:

Which of the following statements best describes your right to work in Malaysia? What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have as a Personal Assistant? Which of the following Microsoft Office products are you experienced with? Do you have experience in a role which requires relationship management experience? Do you have reconciliations experience? How many years' experience do you have as a corporate travel consultant?