Senior Executive, Human Resources

FFM Berhad; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading management company in Kuala Lumpur is seeking an Executive Support professional to assist the GCHRO with administrative tasks. The role involves managing schedules, preparing meeting materials, and ensuring efficient operations within the HR department. Candidates should have at least a Diploma in a relevant field and a minimum of 8 years of experience, ideally in HR. Strong skills in Microsoft Office, particularly PowerPoint, are essential, along with excellent communication and organizational abilities.

Qualifications

• Minimum 8 years of relevant experience in HR or related fields.
• Proficient in Microsoft Office, particularly PowerPoint.
• Strong ability to communicate effectively with stakeholders.

Responsibilities

• Manage GCHRO's daily schedule and travel arrangements.
• Prepare meeting materials and track action items.
• Provide admin support for Group HR solutions and manage budgets.

Skills

Microsoft Office, especially PowerPoint

Problem-solving abilities

Strong interpersonal skills

Effective communication

Analytical skills

Organizational skills

Attention to detail

Education

Minimum Diploma in any discipline

Job description

This position is responsible for providing support to the GCHRO by ensuring all administrative matters concerning HR function across PPB Group are handled in a manner that is appropriate and delivers high level of efficiency and effectiveness.

Executive Support

• Manage the GCHRO’s daily schedule, calendar, appointments and travel arrangements efficiently.
• Prioritize requests, anticipate needs and handle correspondence and documentation with discretion and speed.
• Coordinate logistics for internal and external meetings and engagements.
• Prepare meeting agendas, presentation materials, meeting minutes and other documents as needed to facilitate effective meetings.
• Track action items and follow up with relevant parties to ensure deadlines are met.
• Act as point of contact and collaborate effectively with internal and external stakeholders on behalf of GCHRO.
• Work closely with key members of Group HR organization to achieve desired operational efficiency and facilitate effective communication to GCHRO’s desk.
• Organize and maintain proper record keeping system for easy retrieval of data and information.
• Manage end-to-end process of expense claims.
• Coordinate logistics for occasional personal arrangements as assigned.
• Represent GCHRO’s office with professionalism and warmth, internally and externally.
• Maintain strict confidentiality of all information and materials within GCHRO’s office and ensure proper handling of information/document disposal.
• Uphold the culture of excellence, discipline and respect expected across the Group.

Operational Support

• Maintain, update and track the record of PPBHO HR budget and expenditure.
• Maintain and update Group HR calendar in a timely manner and enable access by target parties to facilitate effective planning.
• Provide administrative support to all members of Group HR Solutions Team.
• Manage the process of billings, cross charging and payment tracking for group-wide HR initiatives in liaison with the relevant internal and external stakeholders.
• Maintain proper filing system for ease of record retrieval.
• Prepare HR reports as assigned.
• Maintain confidentiality at all times, exercise discretion and diplomacy in handling HR related information.
• Any other administrative support to enable effective operation of the Department as assigned by GCHRO.

Education & Qualification

Minimum Diploma in any discipline, preferably Human Resources Management, Business Administration or Secretarial studies.

Relevant Experience & Years of Service

Minimum 8 years of relevant experience.

Technical Skills & Professional Knowledge

• Microsoft Office, particularly strong in PowerPoint.
• Be proactive and adept in problem‑solving including the ability to anticipate, identify and resolve issues in a timely manner.
• Possess strong interpersonal skills.
• Be able to communicate effectively both written and orally with internal and external stakeholders.
• Be resourceful in gathering, effective at interpreting and analyzing, and presenting data and information in a logical and meaningful manner.
• Be organized, able to prioritize and plan work activities efficiently, and multitask effectively.
• Be attentive to details, thorough, accurate and able to deliver work of high quality.
• Be dependable, able to follow instructions and able to improve performance through feedback.