Key Responsibilities
A. Executive & Personal Suppor
- Provide administrative and secretarial support, covering both business and personal matters.
- Anticipate the needs and preferences and immediate family to ensure a seamless, well-prepared, and professional experience at all times.
- Plan, coordinate, and manage travel arrangements including visas, flights, accommodation, transportation and dining reservations.
- Organise daily movement schedules, including coordination with drivers and bodyguards, ensuring timely updates and alignment agenda.
B. Office Management
- Ensure office environment reflects professional, executive, and corporate standards.
- Manage stationery, office supplies, refreshments, pantry inventory, meeting room readiness, cleanliness, and presentation
- Coordinate with internal departments and external vendors on repairs and maintenance, facilities management, IT, equipment, and office services support
- Monitor and follow up on all maintenance and service issues to ensure timely resolution with minimal disruption.
C. Administrative & Documentation Support
- Manage incoming and outgoing correspondence, ensuring timely responses and proper follow-up.
- Maintain accurate records, documentation, and filing systems in accordance with internal governance and audit requirements.
- Handle expense tracking, claims, and administrative records where required.
D. Events & Coordination
- Organise, coordinate, and support internal and external events hosted or attended, including meetings, corporate functions, and private engagements.
- Liaise with internal teams, vendors, and external parties to ensure events are executed professionally and smoothly.
- Provide on-the-ground support during events as required.
Job Requirements
Qualifications & Experience
- Diploma or Bachelor's Degree in Secretarial Studies, Business Administration, or equivalent.
- Minimum 1 year of experience in a secretarial or executive administrative role.
Skills & Competencies
- Highly meticulous, detail-oriented, and task-focused.
- Strong organisational, planning, and multitasking abilities with a strong sense of urgency.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Excel (Intermediate), Power BI, PowerPoint Presentation and Word.
- Competent in using AI productivity tools.
- Ability to work independently with minimal supervision while collaborating effectively as part of a team.
- Strong interpersonal skills.
Language Requirements
- Fluent in English, Mandarin and Bahasa Malaysia (role requires interaction with Mandarin-speaking stakeholders).
- Ability to converse in Hokkien and/or Cantonese is an added advantage.
Personal Attributes
- High level of integrity with the ability to maintain strict confidentiality.
- Professional, calm, and composed under pressure.
- Flexible, adaptable, and resourceful with a strong learning attitude.
- Willingness to take on new challenges and responsibilities beyond routine scope.
