Strategic HR Executive Assistant

FFM Berhad; Kuala Lumpur; On-site; MYR 67,000 - 112,000; Full time

Job summary

FFM Berhad in Malaysia is seeking a capable Executive Assistant to support the Group Chief Human Resources Officer (GCHRO). You will manage the GCHRO’s calendar, travel, correspondence and documents, ensuring discretion and efficiency across the PPB Group HR function.

In this role you will coordinate meeting logistics, prepare agendas and minutes, track action items and liaise with internal and external stakeholders.

Qualifications

• Minimum Diploma in any discipline, preferably Human Resources Management, Business Administration or Secretarial studies.
• Minimum 8 years of relevant experience.
• Proficient in Microsoft Office, especially PowerPoint.
• Strong interpersonal skills.
• Be able to communicate effectively both written and orally with internal and external stakeholders.
• Be resourceful in gathering, able to effectively interpret and analyze, and present data and information in a logical and meaningful manner.

Responsibilities

• 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.
• 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.

Skills

PowerPoint

Microsoft Office

Interpersonal skills

Communication

Problem-solving

Multitasking

Education

Diploma in any discipline (HR/BA/Secretarial)

Tools

Microsoft Office Suite

Job description

FFM Berhad in Malaysia is seeking a capable Executive Assistant to support the Group Chief Human Resources Officer (GCHRO). You will manage the GCHRO’s calendar, travel, correspondence and documents, ensuring discretion and efficiency across the PPB Group HR function.

In this role you will coordinate meeting logistics, prepare agendas and minutes, track action items and liaise with internal and external stakeholders.