Administrative Executive cum Personal Assistant

Job description

To provide comprehensive administrative and secretarial support to the Director while managing front-desk and reception activities. The role is responsible for coordinating the Director's schedule, meetings, travel and correspondence, as well as ensuring visitors, calls and day-to-day office activities are handled professionally and efficiently.

Key Responsibilities

1. Personal Assistant to Director - Manage the Director's calendar, appointments, meetings and daily schedule.

• Coordinate internal and external meetings, including meeting room arrangements and required documentation.
• Prepare correspondence, letters, reports, presentations and other documents as required.
• Coordinate business travel arrangements including flights, accommodation, transportation and itineraries.
• Manage and organize confidential documents, records and correspondence.
• Screen and prioritize incoming calls, emails, meeting requests and communications for the Director.
• Prepare meeting agendas and assist with recording and following up on action items.
• Liaise with internal departments, clients, vendors and other external parties on behalf of the Director.
• Assist with expense claims, invoices and other administrative documentation.
• Provide ad hoc administrative and coordination support to the Director when required.

2. Reception & Front Office - Manage the reception area and maintain a professional and welcoming environment.

• Greet and assist visitors, clients, vendors and business partners.
• Answer, screen and redirect incoming telephone calls appropriately.
• Coordinate visitor registration, access arrangements and meeting room bookings.
• Receive and distribute incoming documents, courier items, parcels and correspondence.
• Coordinate outgoing courier and document delivery services.
• Maintain visitor records and ensure relevant office access/security procedures are followed.
• Support meeting and conference arrangements, including refreshments and basic logistical requirements.

3. Office Administration - Maintain proper filing and document control for administrative records.

• Monitor office supplies and coordinate replenishment when required.
• Coordinate with service providers and vendors for general office requirements.
• Support company events, management visits and corporate meetings.
• Assist other departments with administrative matters where necessary.
• Maintain confidentiality and professionalism when handling sensitive company and management information.

Requirements

• Education Diploma or Degree in Business Administration, Secretarial Studies, Office Management, Human Resources, Hospitality or a related discipline.
• Experience Preferably 3–5 years of experience as a Personal Assistant, Executive Assistant, Secretary, Receptionist or similar administrative role.
• Experience supporting senior management or Directors will be an advantage.
• Experience in an MNC, EPC, engineering, construction or project-based environment would be advantageous.

• Skills & CompetenciesStrong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional appearance and interpersonal skills.
• Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Able to manage multiple priorities and work independently.
• Strong attention to detail and follow-up capability.
• Good coordination and problem-solving skills.
• High level of integrity, discretion and confidentiality.
• Able to communicate professionally with senior management, clients and international stakeholders.

[Proficiency in AI-powered tools such as Microsoft Copilot and ChatGPT is an added advantage]

• Language - Good command of written and spoken English and Bahasa Malaysia.
• Additional languages would be an advantage.