Personal Assistant

IFloss Dental; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A dental practice in Kuala Lumpur is seeking a dedicated individual to support the CEO with administrative tasks, HR functions, and project management. Responsibilities include managing the CEO's calendar, coordinating meetings, and assisting with recruitment strategies. The ideal candidate should have at least 1 year of HR-related experience and strong organizational skills. This role offers a great opportunity for proactive individuals looking to make an impact in a dynamic environment.

Qualifications

• Minimum 1 year of HR-related experience is preferred.
• Proficient in managing calendars, emails, and correspondence.
• Ability to conduct research and prepare documentation.

Responsibilities

• Manage the CEO's complex calendar and communications.
• Assist with project coordination and meeting organization.
• Support HR tasks including recruitment and onboarding.

Skills

HR-related experience

Project coordination

Communication skills

Time management

Job description

About the Job

Directly Support the CEO:

• Manage the CEO's complex calendar, and to-do list, scheduling appointments, meetings, travel, and events.
• Prioritize and coordinate incoming communications (emails, calls, correspondence).
• Draft and edit letters, presentations, reports, and other documents as needed.
• Manage and maintain confidential files and documents.
• Conduct research and gather information to support the Director's decision-making.
• Proactively identify and address potential issues or challenges.

Administrative Tasks:

• Organize meetings and events, including preparing agendas, booking rooms, and coordinating.
• Handle expense reports and invoices.
• Manage office supplies and equipment.
• Maintain filing systems and records.
• Coordinate with other departments and staff as needed.

Project & Meeting Management:

• Assist with project coordination and tracking, ensuring deadlines are met.
• Prepare and distribute project reports and updates.

General Support:

• Act as a liaison between the Director and internal/external stakeholders.
• Greet visitors/patients and handle inquiries.
• Anticipate and fulfill the Director's needs and preferences.
• Keep track of bills/invoices

Employee relations:

• Ensure understanding and implementation of the HR policies guidelines
• Managing disciplinary issues and grievances
• Supporting business leaders in managing their teams
• Induction and onboarding
• Develop content for the HR induction in line with the company guidelines
• Help filter and interview candidate
• Deliver regular HR induction sessions
• Ensure and monitor that Business, Technical, and Customer experience inductions are taking place
• Supporting business leaders in onboarding new joiners
• Scout and screen candidates to expand the team
• Minimum 1 year of HR-related experience is preferred

Recruitment and Talent Acquisition:

• Develop and implement effective recruitment strategies to attract qualified candidates for various positions across all three branches.
• Create detailed job postings and advertise them on relevant platforms (e.g., job boards, social media, professional networks).
• Conduct initial screenings, and in-depth interviews, and coordinate interviews with relevant stakeholders.