Personal Assistant to Executive Chairman cum Office Manager

Job Responsibilities:

Executive Support (Personal Assistant Role)

• • Coordinating the yearly budget for the Executive Chairman’s Office to ensure all operations and expenses are within the approved budget. Generate quarterly budget reports timely and effectively.
  • Stakeholder Management – plan, arrange and deliver gifts and greetings; coordinate and facilitate VIP visitations; and build and maintain good rapport with all stakeholders.
  • Handle correspondence and e-mails while accurately expediting urgent, confidential, and important communication to appropriate personnel.
  • Effective appointments and time management, ensuring smooth flow of the Executive Chairman’s meeting schedules.
  • Handle Executive Chairman's business travels – including proposing suitable flights, travel mode, and effective management of all accommodations and travelling needs.
  • Other secretarial & confidential support – letters and memos writing, minutes of meeting, reports, circulars, maintaining a proper filing system, screening of calls, etc.
  • Other matters as requested by the Executive Chairman.

Office Management

• • Oversee and optimize daily office operations to ensure efficiency and compliance with company policies.
  • Develop and implement administrative strategies, systems, and cost-control measures to support business goals.
  • Manage office facilities, assets, and service vendors to maintain a safe and productive work environment.
  • Lead the administration team in budgeting, resource planning, and performance improvement initiatives.
  • Coordinate corporate support functions, including office maintenance, insurance, and vehicle management.
  • Drive continuous improvement in administrative processes to enhance operational effectiveness.

Requirements:

• Possesses a Bachelor’s Degree in Business Administration, Management, Secretarial Studies or an equivalent field discipline with minimum 5 years of relevant working experience.
• Proficient in Microsoft Office applications such as Word, Excel, PowerPoint and Outlook.
• Knowledgeable in office administration systems, budgeting, procurement and vendor management.
• Familiar with managing office facilities, utilities, insurance matters and travel arrangements.
• Excellent command of written and spoken English and Bahasa Malaysia, with the ability to communicate professionally with internal and external stakeholders.
• Displays a mature and pleasant personality with strong organizational and coordination skills.
• Able to maintain confidentiality and discretion at all times.
• Proactive, resourceful and detail-oriented with the ability to multitask and work independently with minimal supervision.
• Demonstrates a high sense of responsibility, reliability and professionalism in handling sensitive matters.