Executive, PA to CEO/Chairman

Sinergia Talents; Shah Alam; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading organization in Shah Alam is seeking a Personal Assistant to provide high-level support to the Chief Executive Officer. The role involves managing correspondence, coordinating meetings, planning travel, and ensuring effective administrative systems. Ideal candidates will have a Bachelor's Degree, excellent interpersonal and communication skills, and experience supporting high-level committees. Attention to detail and strong organizational skills are essential in this confidentiality-driven role.

Qualifications

• Experience providing support to a Board of Trustees or similar high-level committee.
• Ability to take accurate minutes and summarize complex discussions concisely.
• Strong attention to detail and ability to manage multiple priorities.

Responsibilities

• Act as the first point of contact for the CEO, managing calls and correspondence.
• Coordinate the CEO's diary, prioritizing and arranging meetings.
• Plan travel and accommodations for the CEO when needed.
• Maintain filing and data storage efficiently to meet the CEO's needs.
• Provide personal assistant support by drafting letters and taking minutes.
• Support Board of Trustees meetings by arranging logistics and drafting agendas.
• Keep the Board of Trustees informed about organizational work and training.
• Service Senior Management Team meetings, preparing and organizing materials.
• Plan and manage key organizational events such as staff briefings.
• Provide reports for Senior Management as required.
• Carry out all duties with discretion and confidentiality.

Skills

Interpersonal skills

Communication skills

Time management

Organizational skills

Education

Bachelors Degree or equivalent experience

Job description

To provide high level confidential support to the Chief Executive Officer/Chairman by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.

Job Scope

• To act as a first point of contact dealing with correspondence and phone calls.
• To proactively manage and coordinate the diary of the Chief Executive Officer by prioritizing and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Plan and organize travel and accommodation when required.
• Maintain effective filing and data storage including emails and retrieval systems ensuring the needs of the Chief Executive Officer are met.
• To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Chief Executive Officer.
• To provide support for Board of Trustees meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, and following up actions points.
• Supporting the Chief Executive Officer to keep the Board of Trustees informed about the work of the organization and their appropriate training and induction.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
• To plan and manage key organizational events such as Staff briefings and others are required.
• Participate and contribute to organizational/teams meetings as required.
• Provide reports for Senior Management as required.
• Undertake any other appropriate duties as required to support the Chief Executive Office to enable them to fulfill their role.
• Carry out all the duties with complete discretion and a high regard for confidentiality.
• Any other duties relevant to the needs of the organization and as directed.

Requirements

• Bachelors Degree or equivalent experience or similar qualifications.
• Experience of providing support to a Board of Trustees or similar high-level committee.
• Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely.
• Excellent interpersonal and communications skills.
• Excellent time management skills with the ability to manage multiple priorities and deadlines.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.