Position Summary
The Executive Assistant is primarily responsible for providing effective and efficient administrative and personal assistant support to the President of Tissue & Personal Care, International Market, and the leadership team. This role requires excellent communication skills, strong attention to detail, ability to manage multiple tasks, and the ability to work independently in a fast-paced environment.
Working Location: Bandar Bukit Raja, Klang (next to Setia Alam)
You will play an important role to:
1) Administrative Support:
- Manage and maintain the President's calendar, scheduling meetings, appointments, and travel arrangements.
- Handle confidential documents and communications with discretion.
- Organize documents for President
- Prepare reports, claims, video, presentations, and correspondence to meet President's or company standards and requirements.
- Approve on behalf of President of direct report's claim and leave application according to policy.
2) Meeting and video/tele-conferences:
- Organize and coordinate regular meetings (i.e RLT), including invitation, preparing agendas, taking minutes, distributing minutes, and following up on action items.
- Arrange meeting facilities, venue, and refreshment if require
- Prepare and consolidate presentation materials
3) Event Coordination:
- Organize and coordinate business event/visit including off-site conferences as assigned by President.
- Lead the event arrangement including venue, itineraries, transport, flight, accommodation and business meal
- Arrange event materials as required.
4) Travel Management:
- Organize and coordinate business travels for the President and operations group including flight booking, arrangement of accommodation and visa application.
- Responsible for the arrival of visitors - booking of accommodation and transportation arrangement.
- Maintain and update hotel corporate rate in SEA region.
- Work closely with the travel agent for the purpose of maintaining efficient service and constantly evaluating evaluate the level of service provided and negotiation of airfares and agent fees.
5) Relationship Management:
- Serve as the focal point of information flow to the Regional Leadership Team (RLT) and other groups.
- Serve as a liaison between the President and internal/external stakeholders.
- Build and maintain relationships with key contacts, vendors, and partners.
- Handle all correspondence with a high degree of independence, judgement, and discretion, of which some are of highly private and confidential in nature.
- Manage people professionally, and respectful working relationships with all other employees within the Group.
6) Others:
- Process invoices related to travel (flight, transport & hotel), business meeting and catering.
- Responsible for donation sponsorship, company awards application and recognition that required President approval.
- Participate and support ad- hoc projects as requested/approved by the President.
- General tasks and responsibilities as requested by the President.
To be successful in this role, you will need to have:
- Secretary Certificate, Diploma, or Degree in any Business discipline
- Minimum 5 years of experience as an Executive Assistant, Administrative Assistant, or similar role preferably in FMCG/MNC
