Executive Assistant

Khazanah Nasional Berhad; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading sovereign wealth fund is seeking an organized individual to manage diary schedules, coordinate travel arrangements, and foster relationships with internal and external stakeholders. The role involves preparing important correspondence and ensuring policies are effectively implemented. Candidates are encouraged to apply from various backgrounds, emphasizing merit and qualifications.

Responsibilities

• Manage and maintain the team’s diary.
• Plan and schedule meetings and appointments for the team.
• Coordinate travel arrangements for the team.
• Prepare correspondence on behalf of the team.
• Create and maintain a record of documents and correspondence.
• Ensure effective implementation of policies and practices.
• Develop and maintain periodic reporting for the team.
• Manage relationships with internal and external parties.

Job description

About Khazanah Nasional ("Khazanah")

Khazanah Nasional Berhad ("Khazanah") is the sovereign wealth fund of Malaysia entrusted to deliver sustainable value for Malaysians. In line with its long-term strategy of Advancing Malaysia, Khazanah aims to deliver its purpose by investing in catalytic sectors, creating value through active stewardship, increasing its global presence, as well as building capacity and vibrant communities for the benefit of Malaysians. For more information on Khazanah, visit www.khazanah.com.my.

Job Description

1. Diary management, meetings and appointments

• Manage and maintain the team’s diary;
• Plan and schedule meetings and appointments for both internal and external meetings for the team; and
• Coordinate and invite the appropriate people or team to attend to meetings/events and ensure guests attending the meeting with the team are well taken care of.

2. Travel and accommodation arrangement

• Coordinate travel arrangements, flight reservation and accommodation requirements for the team in connection with relevant travel agents and hotels; and
• Ensure arrangements are managed effectively and fulfil the team’s requirements.

3. Internal and external office communications

• Prepare correspondence on behalf of the team;
• Review the applicability and/or priority of incoming memos, reports and other documents and highlight any urgent correspondence; and
• Filter information, queries, phone calls and invitations to the team and redirect as appropriate.

4. Record keeping and file management

• Create, maintain and keep an accurate and complete record of documents and correspondence on behalf of the team; and
• Manage and maintain the team’s contacts database to ensure this is up to date.

5. Policies and Procedures

• Ensure effective and efficient implementation of policies and practices pertaining to the team related matters; and
• Update and enhance processes and procedures to ensure relevancy to business and operational needs.

6. Reporting and monitoring

• Develop, maintain and enhance periodic reporting for the team as required;
• Ensure timely and accurate preparation of papers, reports and budget; and
• Monitor actual expenditure against budget and undertake appropriate control measures to ensure expenses are within approved budget.

7. Stakeholder management

• Manage and enhance relationships with relevant internal and external parties including vendors, consultants, government, statutory and regulatory bodies, industry practitioners and any other relevant organisations.

We encourage value applications from all backgrounds, identities, and experiences whereby all qualified candidates will be assessed in a fair and equitable manner. Our employment decisions are based on merit, business needs, and job requirements.