EXECUTIVE ASSISTANT CUM OFFICE ADMINISTRATIVE

This role involves providing key administrative support to the CEO, managing their day-to-day activities and helping them stay organized and focused on high-level tasks. The assistant is responsible for managing the CEO’s schedule, handling correspondence, organizing meetings and travel, and ensuring smooth office operations. They also provide general administrative assistance and serve as a liaison between the CEO and others in the company.

Key Responsibilities:

• Agenda s Schedule Management: Organize and maintain the Managing Director’s calendar, including Scheduling meetings, appointments, and events. Ensure the Managing Director’s time is managed effectively, prioritizing tasks.
• Meeting Coordination: Attend meetings with the Managing Director, take detailed meeting minutes, and ensure follow-up actions are completed. Coordinate meeting logistics (room bookings, equipment, etc.).
• Communication Management: Screen and manage incoming phone calls, emails, and mail. Redirect communications appropriately and ensure that urgent messages are prioritized.
• Travel Management: Plan and book complex travel arrangements for the Managing Director, including flights, hotels, transportation, and other logistics.
• Confidentiality s Document Management: Handle sensitive and confidential information with discretion. Maintain and organize important files, records, and documentation for the Managing Director.
• Office Management: Monitor and manage office supplies, negotiate with suppliers, and keep costs in check. Ensure the office environment is organized and efficient.
• Administrative Support: Assist with research, report preparation, presentations, and other ad-hoc tasks as requested by the Managing Director. Perform general administrative tasks like filing, photocopying, and maintaining records.
• Client s Staff Interaction: Serve as the first point of contact for internal and external communications with the Managing Director. Foster good relationships with clients, stakeholders, and team members.
• Documentation s Reporting: Prepare and organize reports, presentations, and briefings. Maintain up-to- date records for internal and external meetings.
• Diary Management: Ensure the Managing Director’s schedule is up to date and that all appointments and meetings are well-planned. Provide reminders for upcoming events.

Skills & Requirements:

• Experience: At least 1 year of experience as an executive assistant or in a similar administrative support role, ideally assisting a senior executive.
• Technical Proficiency: Strong knowledge of Microsoft Office and office management software. Familiarity with ERP and other back-office systems is a plus.
• Industry Knowledge: Familiarity with office management practices and basic accounting principles. Knowledge of industry-specific terminology is beneficial.
• Organizational Skills: Strong organizational skills with the ability to handle multiple tasks and prioritize effectively. High attention to detail and ability to work under pressure.
• Communication Skills: Excellent verbal and written communication abilities. Ability to interact professionally with the Managing Director, clients, staff, and external stakeholders.
• Confidentiality: Ability to handle confidential information with discretion and integrity.
• Education: A degree in business administration, management, or a related field is preferred, though relevant experience is also valuable.
• Other Skills: Strong planning and time management skills, problem-solving abilities, and the capacity to adapt to a fast-paced work environment.
• Have own transportation

Benefits

• SOCSO & EPF Contributions
• Medical Claimable
• Allowances