This role requires multitasking across a range of responsibilities, including but not limited to acting as the point of contact for all general administrative duties and providing support for general management.
Job Summary:
- Organize and manage the General Managers’ calendar, appointments, meetings (internal and external), and conferences to ensure arrangements and activities are as planned.
- Support and facilitate the completion of regular reports and presentations.
- Prepare for meetings, write meeting minutes, drafting memos, and preparing communication and follow up with the respective stakeholders on their deliverables.
- Provide travel support including booking of air tickets, business trips expenditure claims, maintain travel records, preparing itineraries and managing meeting schedules & appointments for overseas trips.
- Organize, arrange and track personal travel arrangements (including family members): transportation, flights, visa arrangements, hotel bookings, etc.
- Co-ordinate with overseas affiliated companies on General Manager’s appointments, schedule, and overseas business trips.
- Logistics support for meetings, conference calls & events, including but not limited to tracking of participants’ attendance, booking of rooms, TV conference connection and printing of materials.
- Handle selected visiting guests’ needs when in Malaysia.
- Help and support with the coordination of events. Including but not limited to providing food service management and overall event support comprising of sourcing of external function space/ in- house catering/ restaurant booking, corporate gifts, etc.
- Process outgoing and incoming mail, e.g.: arranging of parcels/ documents for national/international shipping (e.g.: DHL) & regular clearing of mails.
- Maintain a record of expiration dates for passports, visas, driver’s licenses, car insurance and any other documents that require renewal with a specific appointment and date. This includes tracking deadlines, setting reminders, and ensuring all necessary renewals are completed on time to avoid any disruptions or penalties.
- Perform other administrative duties and ad-hoc tasks / projects as and when assigned.
- Maintain professionalism and strict confidentiality with all materials.
- Be able to work under pressure.
