Executive Assistant (行政助理)

Pristine Glory; Pusing; On-site; MYR 30,000 - 45,000; Full time

Job summary

A dynamic organization in Malaysia is seeking a Personal Assistant to provide comprehensive administrative support to senior executives. You will manage diaries, coordinate meetings, plan travel, and liaise with stakeholders. The ideal candidate has a diploma or degree, 2+ years of experience, and fluency in Mandarin is preferred. Strong organizational and communication skills are essential, as well as proficiency in Microsoft Office.

Qualifications

• Minimum of 2 years experience as a personal assistant.
• Excellent problem-solving and critical thinking skills.
• Creativity and ability to think outside the box.

Responsibilities

• Take accurate and comprehensive notes at meetings.
• Manage diaries and organize meetings.
• Plan travel including flights and accommodation.
• Prepare facilities for scheduled events.
• Liaise with internal and external stakeholders.

Skills

Organisational skills

Time management

Communication skills

Interpersonal skills

Proficiency in Microsoft Office

Fluency in Mandarin

Education

Diploma/Degree in Business Administration or related field

Job description

Assistant executive or personal assistant to boss. Oversees the administrative work assigned to clerical staff in various types of organizations or associations; takes accurate and comprehensive notes at meetings; handles emails and phone calls by responding, passing on messages, or highlighting them for the manager's attention. Manages the manager's diary, coordinates meetings and appointments, and controls access as needed. Plans travel, including flights, accommodation, and ground transportation. Updates/prepares technician work schedule weekly. Prepares facilities for scheduled events and arranges refreshments if required. Follows up on management issues regarding internal/external problems. Performs ad-hoc work as requested by Managing Directors/Directors. Provides comprehensive administrative and secretarial support to senior executives, including diary management, travel arrangements, and meeting coordination. Undertakes office management tasks such as maintaining filing systems, ordering supplies, and liaising with internal and external stakeholders. Assists with planning and coordination of company events, conferences, and other high-profile activities. Supports the preparation of presentations, reports, and other business documentation. Excellent organisational and time management skills, with the ability to prioritise tasks and meet tight deadlines. Strong communication and interpersonal skills, with the confidence to interact with senior stakeholders. Proficient in Microsoft Office suite, with the ability to learn new software and systems quickly. A proactive and adaptable approach, with a keen eye for detail and a commitment to delivering high-quality work. Candidates fluent in Mandarin preferred as the role requires dealing with Mandarin-speaking clients.

Responsibilities

• Take accurate and comprehensive notes at meetings.
• Deal with emails and phone calls by responding, passing on messages, or highlighting them for the manager's attention.
• Manage diaries and organize meetings and appointments, often controlling access to the manager/executive.
• Plan travel, including flights, accommodation, and ground transportation.
• Update/prep technician work schedule weekly.
• Prepare facilities for scheduled events and arrange refreshments if required.
• Follow up on management issues regarding internal/external problems.
• Perform ad-hoc work as requested by Managing Directors/Directors.
• Provide comprehensive administrative and secretarial support to senior executives, including diary management, travel arrangements, and meeting coordination.
• Undertake a variety of office management tasks, such as maintaining filing systems, ordering supplies, and liaising with internal and external stakeholders.
• Assist with planning and coordination of company events, conferences, and other high-profile activities.
• Support the preparation of presentations, reports, and other business documentation.
• Demonstrate excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Show strong communication and interpersonal skills to interact with senior stakeholders.
• Be proficient in Microsoft Office and able to learn new software and systems quickly.
• Adopt a proactive and adaptable approach with attention to detail and a commitment to high-quality work.
• Mandarin fluency preferred due to dealing with Mandarin-speaking clients.

Qualifications

• Diploma/Degree in Business Administration, Communications, or a related field.
• Minimum 2 years of experience as a personal assistant.
• Excellent problem-solving and critical thinking skills.
• Creativity and the ability to think outside the box.
• Effective communication and collaboration skills.