Personal Assistant to Executive Chairman

Econas Resource To Energy Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading energy resource company in Kuala Lumpur is seeking a Personal Assistant to the Executive Chairman. This role involves providing dedicated and professional support, managing schedules, handling travel arrangements, and maintaining documentation. Successful candidates will have over 3 years' experience in admin or secretarial roles, strong communication skills, and proficiency in MS Office. If you are organized, detail-oriented, and able to work under pressure, we invite you to apply.

Qualifications

• More than 3 years of experience in Admin, Office Management and Secretarial positions.
• Knowledge of office management systems and procedures.
• Proficiency in English and MS Office.

Responsibilities

• Provide dedicated support to the Executive Chairman to maximize productivity.
• Manage the Executive Chairman’s schedule, including meetings and appointments.
• Handle travel arrangements and logistics for the Executive Chairman.
• Maintain an efficient documentation and filing system.

Skills

Attention to detail

Critical thinking

Excellent personal organization

Verbal communication skills

Written communication skills

Education

Professional Qualification/STPM/Diploma/Degree

Tools

MS Office

Job description

Personal Assistant to Executive Chairman

To provide dedicated, proactive, efficient, adaptable and professional support to the Executive Chairman, and will be responsible for the execution of a wide range of duties, as is required to enable the Executive Chairman to maximise his capacity.

The workload is demanding. It requires a personnel who is able to excel in critical thinking and problem-solving skills, active movement and sound judgement, preparedness at all times, attention to detail, excellent personal organization, time flexibility as well as the ability to work to absolute deadlines.

The role requires excellent interpersonal skills, requiring negotiation and influencing across the Directors and an understanding of leadership challenges and approaches within a complex environment.

The role works within a wider team supporting the Executive Chairman movements. The role holder will be required to work closely across this team sharing appropriate information and seeking advice and support when required.

The role requires extensive engagement with senior figures from professional bodies, corporations, governments and external agencies, this will require the ability to be responsive but also proactive and forward thinking in both communication and logistical arrangements.

Responsibilities

To work without supervision, be self-motivated and be able to priorities issues, activities and problems on behalf of the Executive Chairman, ensuring that urgent, critical information and documentation is always brought to his attention promptly, whilst also recognizing when to seek advice on other urgent, difficult or sensitive issues from the appropriate Directors.

Maintain a daily electronic journal, arrange meetings and appointments, provide reminders as needed; maintain a master corporate calendar of all conferences and events related to external meetings.

Undertake the tasks of receiving calls, take messages and routing correspondence related to external meetings.

Arrangements and setup of online meeting that involved Executive Chairman.

To be the document controller for the Executive Chairman’s Office and to file documents as per the standards of company project.

Develop and carry out an efficient documentation and filing system for both paper and electronic records.

Proofreading and vetting through of documents that requires Executive Chairman’s approval.

Make all arrangements for Executive Chairman’s travel, inclusive of hotel and dining arrangements as needed.

To handle concierge services when on external trips with Executive Chairman.

Handling of events and logistics as and when required.

To cover the Personal Assistant role when he/she is away or on leave.

Maintaining a good relationship within the organization members and portray a respectable image as the Executive Chairman’s team.

Any other matters/ projects that been assigned by the Executive Chairman from time to time.

Knowledge & Skills

Professional Qualification/STPM/Diploma/Degree holders (in any discipline)

Proven work experience more than 3 years in Admin, Office Management and Secretarial positions.

Knowledge of office management systems and procedures

Up-to-date with latest office gadgets and applications

Excellent verbal and written communications skills

MS Office and English proficiency

Problem solving/Decision making

Attention to detail, sound judgement, excellent personal organisation and flexibility and the ability to work to absolute deadlines.

Being organized and making sure all operational tasks are being done smoothly.

To be able to set priorities in work given.

The ability to work under pressure.

Impact/Accountability

This is a position of trust, providing the highest level of support and key to the management of the Executive Chairman’s schedule and controlling the flow of information, requiring a high level of initiative and personal judgement, to handle highly confidential and sensitive materials. Should always be available as required by the Executive Chairman, except when on leave.