Executive Assistant to Director

Sin-Kung Logistics; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A logistics company based in Selangor, Malaysia, seeks a skilled Personal Assistant to support the Director. You will manage the Director's calendar, coordinate meetings, and handle correspondence. The ideal candidate should possess excellent communication skills in both English and Mandarin, hold a bachelor's degree in a relevant field, and have 2-5 years of experience in a similar role. Proficiency in MS Office and strong organizational capabilities are essential. This role may require occasional travel and hosting of meetings.

Qualifications

• 2-5 years of experience as a Personal Assistant or Executive Assistant.
• Ability to multitask and prioritize tasks effectively.
• Valid driving license and access to a car.

Responsibilities

• Manage the Director's calendar and schedule meetings.
• Coordinate and organize meetings with proper arrangements.
• Handle correspondence on behalf of the Director.
• Arrange travel itineraries and logistics for business trips.
• Host and present during business meetings as required.
• Maintain and organize filing systems.

Skills

Excellent communication skills in English

Excellent communication skills in Mandarin

Strong organizational skills

Time-management skills

Discretion and confidentiality

MS Office proficiency

Education

Bachelor's degree in Business Administration or relevant field

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Manage the Director's calendar, including scheduling meetings, appointments, and travel arrangements.

Prepare and organize necessary documents, reports, and presentations.

Handle incoming emails, phone calls, and correspondence on behalf of the Director.

Meeting Management

• Coordinate and organize meetings, ensuring all necessary arrangements are made.
• Attend meetings with the Director, take minutes, and prepare accurate summaries.
• Follow up on action items and ensure timely completion.

Communication

• Act as a liaison between the Director and internal/external parties to ensure effective communication.
• Draft and proofread correspondence, emails, and documents in Malay, English or Mandarin.

Travel Arrangements

• Arrange travel itineraries, accommodations, and logistics for business trips.
• Handle visa applications and other travel-related documentation.
• Occasionally travel with the Director to attend business meetings.

Business Presentations

• Host and present during business meetings as required, ensuring professionalism and clarity.

Document Management

• Maintain and organize electronic and physical filing systems.
• Ensure confidentiality and security of all documents and information.

General Assistance

• Provide general administrative support to the Director and other team members as needed.
• Handle ad-hoc tasks and projects as assigned.

Job Requirements

• Bachelor's degree in Business Administration, Secretarial Studies, or relevant field preferred.
• 2-5 years of experience as a Personal Assistant, Executive Assistant, or similar role.
• Excellent communication skills in English and Mandarin, both verbal and written.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong organizational and time-management skills, with the ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality in handling sensitive information.
• Valid driving license and access to a car for out-of-office meetings.
• Ability to travel occasionally and host business presentations during meetings.