Special Officer/Personal Assistant

Malaysian Red Crescent; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A humanitarian organization in Kuala Lumpur is seeking a dedicated Special Officer/Personal Assistant to support the Secretary General. This role involves managing sensitive matters, providing strategic support, and ensuring efficient office operations while advancing organizational priorities. Ideal candidates will have a bachelor's degree and at least two years of experience in high-level support roles.

Qualifications

• Minimum 2 years’ experience in high-level support roles.
• Strong ability to prioritize and multitask in fast-paced environments.
• Excellent command of English and Bahasa Malaysia.

Responsibilities

• Act as primary contact for the Secretary General’s office.
• Manage the SG’s daily schedule and appointments.
• Organize and manage SG’s travel arrangements.

Skills

Interpersonal skills

Analytical thinking

Communication skills

Problem-solving skills

Education

Bachelor’s degree in Public Administration or related fields

Job description

The Malaysian Red Crescent (MRC), also known as Bulan Sabit Merah Malaysia (BSMM), is part of the global humanitarian network. We are committed to delivering emergency relief, building community resilience, and promoting universal humanitarian values.

We are seeking a dedicated, proactive, and resourceful Special Officer/Personal Assistant to support the Secretary General (SG). This role requires a highly professional individual capable of managing sensitive matters, providing strategic and operational support, and ensuring that the SG’s office operates efficiently while advancing organizational priorities.

Key Duties & Responsibilities

Strategic & Operational Support

• Act as the primary point of contact for the Secretary General’s office, ensuring effective communication with internal and external stakeholders.
• Provide strategic assistance to the SG by preparing briefings, reports, and analysis on key issues.
• Support high-level decision-making by gathering, consolidating, and presenting relevant information.
• Ensure follow-up on decisions, action items, and commitments made by the SG and Governing Board (GB).
• Support the SG in coordinating organizational initiatives, elections, and key national/international engagements.

Office & Calendar Management

• Manage the SG’s daily schedule, appointments, and official commitments, ensuring smooth coordination.
• Anticipate needs, resolve scheduling conflicts, and provide timely reminders of engagements.
• Oversee the flow of correspondence, draft letters, memos, and official documents on behalf of the SG.

Meetings & Documentation

• Prepare, compile, and review meeting documents including agendas, briefing notes, minutes, and reports.
• Ensure SG is well-briefed ahead of meetings with talking points and key background information.
• Handle sensitive and confidential materials with absolute discretion.

Travel & Event Coordination

• Organize and manage the SG’s travel arrangements including flights, accommodation, transport, and itineraries.
• Accompany SG to meetings, events, and official functions as required.
• Assist in speech writing, presentations, and special project coordination.

Liaison & Secretariat Services

• Work closely with Secretariat Services to support Governing Board (GB), Principal Office Bearers (POB), and Council meetings.
• Assist with coordination of election processes and organizational governance matters in collaboration with OD and Legal departments.
• Build effective working relationships with GB members, partners, and stakeholders.

Ad-Hoc & Special Assignments

• Undertake special projects, research, and high-level tasks as directed by the SG.
• Support crisis management by coordinating urgent matters and ensuring timely response.
• Carry out personal and professional errands with professionalism and confidentiality.

Job Requirements

• Bachelor’s degree in Public Administration, Management, Political Science, International Relations, Human Resources, or related fields.
• Minimum 2 years’ experience in high-level support roles, preferably in large organizations, GLCs, government agencies, or NGOs.
• Prior exposure to board-level support, executive assistance, or strategic coordination roles is an advantage.
• Strong ability to prioritize, multitask, and adapt in fast-paced environments.
• High integrity, discretion, and commitment to organizational values.
• Strong interpersonal and stakeholder management skills.
• Analytical thinking and ability to provide concise advice and recommendations.
• Excellent command of English and Bahasa Malaysia, both written and spoken.
• Meticulous and detail-oriented.
• Excellent organizational and problem-solving skills.
• Able to work independently with minimal supervision.
• Strong communication and presentation skills.