(A) Personal Assistant

Urgent Hiring (New Opening)  
Direct report to CEO

Responsibilities:
-Provide and lead support to both internal and external parties with high level of professionalism.
-Use discretion, confidentiality, and good judgment to handle C-Suite executive matters.
-To assist the CEO in organizing daily administrative workload, including work diaries, meeting schedule and travel schedule.
-Liaise with the CEO regarding schedules of the day and following up resultant actions.
-Maintain complex diary management, arranging appointments and meetings as appropriate.
-Make necessary travel arrangements for the CEO and family.
-Assemble and prepare papers required by the CEO to attend meetings, prepare reports, or reply to request for information.
-Ensure that papers are given to the CEO for the next days meetings and that any instructions or directions are obtained prior to the meeting.
-Ensure the maintenance of clear and effective filing, records, and other systems and to keep them updated.
-Arrange a variety of weekly meetings and take accurate notes or meeting minutes. Ensure that matters arising from meetings are dealt with by the appropriate people within agreed timescales.
-Sort and prioritize incoming post and filter telephone calls before passing them to the CEO or the Senior Management team if deemed necessary.
-To draft correspondence and review documentation such as contracts and agreements etc. to the CEOs specification.
-Make any telephone calls as requested by the CEO and follow up any resultant actions.
-To deal with electronic mail, both incoming and outgoing, in a secure and confidential manner.
-Support the CEO in the organization and detailed planning of special events, such as away days and charity events.
-Organize and prioritize workload on a daily basis using own initiative and knowledge of the work with minimum supervision from the CEO.
-Maintain a high degree of confidentiality in issues concerning members of staff, Board of Directors and all stakeholders. Respond positively with tact, sensitivity, and awareness to all stakeholders in relation to duties undertaken.
-Serving as "gatekeeper" and "gateway" role by acting as a bridge for smooth communication between the CEO, Senior Management team and staff members.
-Complete projects by assigning work to appropriate staff, including the Senior Management team, on behalf of the CEO.
-Provide hospitality to all guests and help to create a welcoming environment.
-Perform other related responsibilities or ad-hoc duties as required by the CEO.
-flexible on working hours


Qualification: 

-Minimum 4 years of experience in personal assistant role
-Diploma / Bachelor's degree in a relevant field or equivalent work experience.
-Proven experience as an executive assistant or personal assistant to senior management.
-Excellent organizational and time management skills, with the ability to multitask effectively.
-Strong attention to detail and exceptional written and verbal communication skills.
-Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and email management tools.
-Demonstrated ability to handle sensitive and confidential information with integrity.
-Strong problem-solving skills and the ability to anticipate needs and take initiative.
-Ability to work independently and meet deadlines in a fast-paced environment.

Skills / personalities that this candidate Must Have: Flexible and adaptable. Required to standby to be on call.


Working location: Saujana (office based)
Level 8, Building A, Peremba Square, Saujana Resort, Seksyen U2, 40150 Shah Alam, Selangor