Personal Assistant to General Manager

BIO ENECO SDN. BHD.; Kuala Lumpur; On-site; MYR 45,000 - 89,000; Full time

Job summary

BIO ENECO SDN. BHD. is seeking a proactive Personal/Executive Assistant to provide comprehensive administrative support to the General Manager in all business and official matters.

You will manage the GM's daily schedule, coordinate meetings, prepare minutes and reports, and ensure effective inter-department communication and timely follow-up on action items. Ideal candidates possess a Diploma or degree in business-related fields, strong organisational skills, and fluency in English, Bahasa

Qualifications

• Diploma/Advanced Diploma or Bachelor's degree in Business Studies, Business Administration, or Secretarial Studies.
• Experience in personal assistance or executive secretarial support.
• Knowledge of banking facilities, government licensing, and import/export operations is an advantage.
• Excellent communication and interpersonal skills.
• High level of integrity, discretion and confidentiality.
• Able to work independently under pressure.

Responsibilities

• Handle daily secretarial duties and provide admin support to the GM.
• Manage the GM's schedule, meetings, and calendar.
• Prepare meeting agendas, documents and presentations.
• Take accurate minutes and follow up on actions.
• Coordinate cross-department communications.
• Review and manage confidential information.
• Assist in reviewing contracts and business documents when needed.

Skills

Executive secretarial support

Personal assistance

Administration

Coordination abilities

Communication skills

Multitasking

Education

Diploma/Advanced Diploma or Bachelor's Degree in Business Studies or Business Administration

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Handle daily secretarial duties and provide comprehensive administrative support to the General Manager in business and official matters.

Manage the GM's daily schedule, appointments, meetings and calendar arrangements.

Coordinate internal and external meetings, including preparation of meeting agendas, relevant documents and presentation materials.

Attend meetings with the GM, prepare accurate meeting minutes and monitor follow-up actions to ensure timely completion.

Screen, organise and prioritise incoming correspondence, requests and matters requiring the GM's attention.

Ensure effective communication between the GM and relevant departments to facilitate smooth daily operations.

Handle confidential information and sensitive matters with professionalism, integrity and discretion.

B. Operational & Departmental Coordination

Coordinate and communicate with various departments to ensure smooth execution of the GM's instructions and management directives.

Follow up with department heads and relevant personnel on outstanding matters, operational issues and assigned tasks.

Monitor the progress of departmental assignments, deadlines and action items, providing timely updates to the GM.

Assist the GM in coordinating daily operational activities and resolving administrative and coordination matters.

Facilitate communication between departments to ensure proper information flow and effective execution of business activities.

Highlight urgent matters, operational issues and potential delays to the GM for timely attention.

C. Project & Management Support

Assist the GM in coordinating special projects, business initiatives and operational assignments involving the Group of Companies.

Liaise with internal departments and external parties to monitor project progress and ensure timely follow-up.

Prepare reports, summaries, presentations and other management-related documents as required.

Assist in implementing management decisions, monitoring assigned tasks and ensuring timely completion.

Undertake special assignments, ad hoc functions and other duties as assigned by the GM from time to time.

D. Documentation & Administrative Management

Organise, maintain and manage confidential documents, correspondence, records and administrative files.

Ensure proper documentation control and systematic filing for easy retrieval and reference.

Assist in reviewing and coordinating agreements, contracts, sales and purchase documents and other business-related documentation.

Liaise with relevant departments, legal advisors and external parties on documentation matters when necessary.

Ensure accuracy, completeness and timely submission of administrative and management documents.

E. External Communication & Stakeholder Coordination

Establish and maintain professional working relationships with government authorities, bankers, vendors, buyers, business associates and other external stakeholders.

Coordinate meetings, correspondence and business communications between the GM and relevant external parties.

Assist in coordinating matters relating to banking facilities, government licensing, shipping, freight forwarding and other business operations where required.

Demonstrate professionalism, tact and excellent interpersonal skills when dealing with stakeholders at all levels.

F. Business & Operational Knowledge

Possess a good understanding of general business operations and international trade procedures.

Have basic knowledge of import and export processes and related documentation.

Possess basic knowledge of trade finance and banking facilities.

Understand basic accounting principles and business documentation.

Assist in coordinating matters relating to importation, exportation, shipping and forwarding operations where required.

G. Other Responsibilities

Exercise sound judgement in filtering information, assessing priorities and highlighting urgent matters to the GM.

Manage multiple assignments effectively while maintaining accuracy and attention to detail.

Be able to work under pressure and adapt to changing business priorities.

Perform other duties and responsibilities as assigned by the GM from time to time.

Job Requirements & Qualifications

Education & Experience

Candidate must possess at least a Diploma, Advanced/Higher/Graduate Diploma or Bachelor's Degree in Business Studies, Business Administration, Business Management, Secretarial Studies or an equivalent qualification.

Preferably with working experience in personal assistance, executive secretarial support, administration or business operations.

Candidates with experience or exposure in legal advisory, legal documentation or corporate administration will have an added advantage.

Experience in banking facilities, government licensing, shipping, freight forwarding and import/export operations will be an added advantage.

Pleasant personality with excellent communication and interpersonal skills.

Strong organisational, administrative and coordination abilities.

Able to work independently with minimal supervision and under pressure.

High degree of integrity, professionalism and confidentiality.

Meticulous, proactive and detail-oriented with good problem-solving skills.

Able to multitask, filter information and assess priorities effectively.

Good coordination and follow-up skills, particularly in managing departmental assignments and management directives.

Basic knowledge of accounting, international trade and trade finance.

Advanced proficiency in Microsoft Office Suite, particularly Microsoft Word, Excel, PowerPoint and Outlook.

Fluent in spoken and written English, Bahasa Malaysia and Mandarin.

Proficiency in spoken and written Japanese and/or Korean will be an added advantage.

Other Requirements

Possess a valid Class D driving licence.

Familiar with road networks and routes within Kuala Lumpur and the Klang Valley.

Willing to travel domestically and overseas when required.

Flexible, responsible and able to accommodate work-related schedule changes when necessary.