Personal Assistant

QL Resources Berhad; Shah Alam; On-site; MYR 56,000 - 89,000; Full time

Job summary

QL Resources Berhad in Shah Alam is seeking a highly organized Personal Assistant to support the senior management office with daily administrative, operational and secretarial tasks, including calls, emails, scheduling, diary management, travel arrangements and visa applications.

The ideal candidate has at least 5 years of PA experience, a secretarial or business administration qualification, strong MS Office and SharePoint skills, and excellent English, Bahasa Malaysia and Mandarin, with

Qualifications

• 5+ years’ proven PA or similar experience.
• Diploma/degree in secretarial, business admin or equivalent.
• Proficient in MS Office; SharePoint experience.
• Excellent English, Bahasa Malaysia and Mandarin.
• Based at HQ in Shah Alam.

Responsibilities

• Handle daily administrative, operational and secretarial tasks for senior management.
• Screen calls and emails, schedule appointments, maintain diaries and file management.
• Coordinate accommodation, travel arrangements and visa applications.
• Prepare and translate documents for business communications in three languages.
• Support communications between management and internal/external stakeholders.
• Organize senior management meetings and events, ensuring smooth logistics.

Skills

Organizational skills

Secretarial tasks

Multitasking

Language skills

Communication

Proactive mindset

Education

Secretarial/Business admin degree

Tools

SharePoint

Microsoft Office

Job description

We are seeking a highly organized and proactive Personal Assistant to join our team. As a Personal Assistant, you will play a crucial role in maintaining the efficiency and smooth operation of management office.

• Deal with daily administrative, operational and secretarial tasks of the senior management office, such as screening calls/e-mails, scheduling appointments/meetings, maintaining diaries, file management, coordinating accommodation/travel arrangement, and visa application to support the office operation.
• Prepare and translate especially proficiency in business writing, where necessary, confidential documents, meeting minutes, reports, presentations and any other relevant documentations in three core languages namely English, Bahasa Malaysia and Mandarin in timely and accurate manner.
• Facilitate communication from management office to internal and external stakeholders to ensure message are effectively communicated.
• Facilitate the organizing of communication/meeting sessions of senior management with Internal /external parties and ensuring all meeting sessions are well taken care of.
• Coordinate and deal with senior management and family matters (official and non-official) including company events, social activities, school functions, investment portfolio, and any ad hoc requests to ensure tasks are completed in timely and accurate manner.
• Ensure the senior management office, discussion room and boardroom are constantly well maintained.
• Contribute to continuous improvement in your own area of responsibility

What you’ll need to succeed:

• Candidate must possess at least a Certificate/Diploma/Degree in secretarial, business administration or equivalent.
• At least 5 years’ proven experience as a Personal Assistant or similar role, preferably supporting top-level executives.
• Office administration and records management skills (SharePoint)
• Proficient in office software and technology, including Microsoft Office Suite.
• Exceptional planning, organizational, problem-solving and multitasking skills. Detail-oriented with a high level of accuracy.
• Good command of spoken and written in English, Bahasa Malaysia and Mandarin.
• Discretion and trustworthiness when handling confidential information.
• Strong people skills and social skills, able to be tactful and diplomatic interacting with different level of people.
• Ability to work independently and take initiative with sense of urgency, tolerance and flexibility.
• Candidate must be willing to be based at HQ, Shah Alam.