Job Summary:
This position provides full support to Senior Personal Assistant in ensuring smooth execution of executive, administrative and development activities of MD and the senior management team. The position serves as part of the primary point of contact support for internal and external parties to the MD and the company. Experience in the company secretarial field is essential as it enables accurate instructions to be given to the external corporate secretary to carry out corporate exercises. This position may require working round-the-clock and across time zones due to prompt communication with overseas civil aviation agencies, bankers, property managers and taxation agents.
Job Responsibilities:
- Manage and ensure all meetings and appointments of daily meetings schedule for MD are properly organized.
- Receive and interact with incoming MD guests and visitors, attend to; and provide hospitality services to guests.
- Facilitate in company secretarial related matters such as preparation of minutes/resolutions and relevant forms/return, ensure compliance with Companies Act 2016 and other relevant rules and regulations by regulatory bodies.
- Preparing correspondence memos, letters and reports and ensure correct distribution whenever required.
- Delegate information to the required department in the organization in a timely frame.
- Prepare complete compilation of MD's personal taxation returns in both Malaysia and overseas whenever required.
- Ensure smooth and efficient MD's travel arrangement – flight, accommodation, program itinerary visa application, logistic arrangement, etc.
- Assist in aviation management: flight request handling & management inclusive; logistic, permit application, manifest, crew visa application, transport, ground handling and catering.
- Liaise for arrangement with related authorities when required.
- Assist in property management for properties in Malaysia and overseas.
- Keep highly confidential documents in safe custody and retrieve and compile requested documents from the safe.
- Handle personal and corporate banking related matters in both Malaysia and in overseas.
- Arrange overseas company's outing and team building trip – flight and hotel, logistic, food, programs.
- Provide support as a liaison between the Board of Directors, senior management team and all relevant stakeholders.
- Facilitate in preparing, arrange, and deliver all festive season gifts to stakeholders.
- Manage and ensure monthly and periodical commitment payment.
- Assist in managing account payable and bookkeeping.
- Assist in inheritance related matters.
- Manage all related matters to overseas studies.
- Respond to MD's request in timely manner.
- Other MD's personal matters when required.
Job Requirements:
- Bachelor's Degree in Business Administration or any other principal
- Having minimum 1 year of experience in executive secretarial field
- Fresh Graduate are open to apply for this position
- Good communication skills
