Personal Assistant/Executive Assistant

Baker Tilly Malaysia

Malaysia, Kuala Lumpur

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Posted 11 days ago
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Job Description

Job Requirement

Executive Support & Calendar Management
Manage and maintain the Managing Partner's daily schedule, meetings, appointments, and deadlines.
Coordinate internal and external meetings with clients, partners, regulators, and senior management.
Anticipate scheduling issues and proactively resolve conflicts.
Arrange travel logistics, including itineraries, hotel bookings, transport, and visa matters.
Meeting Coordination & Documentation
Organise and prepare agendas, briefing notes, meeting packs, and presentation materials.
Attend key meetings with the Managing Partner and accurately record minutes and action items.
Track post-meeting follow-ups with responsible teams and ensure timely completion.
Maintain a structured system for version control and storage of meeting documents relating to the Managing Partner's functions.
Communication & Correspondence Management
Draft, review, and edit internal and external correspondence on behalf of the Managing Partner.
Manage high-volume email communications with professionalism and confidentiality.
Liaise with partners, senior staff, clients, government agencies, and external advisors.
Ensure a consistent and polished communication tone reflective of the Managing Partner's expectations.
Operational & Administrative Support
Assist in monitoring departmental workflows, KPI reporting, compliance milestones, and time-critical matters with the respective Partners
Maintain the Managing Partner's files, confidential documents, and reference materialsboth physical and digital.
Manage the Managing Partner's timesheets, expense claims, and departmental administrative submissions.
Liaise with Finance, HR, Practice Admin, and Compliance teams to streamline processes.
Department & Partner Coordination
Coordinate with the three licensed partners, team leads, and management to align activities and communications.
Event & Guest Liaison
Assist in planning, coordinating, and executing firm events under the Managing Partner's office.
Manage logistics for visiting leaders, regional partners, and external stakeholders.
Ensure professional and hospitable interactions with all visitors.

Requirements

Qualifications:

Minimum Diploma in Business Administration, Management, or relevant field.
Bachelor's Degree preferred.

Experiences

Proven experience as Executive Assistant or similar senior administrative support role.
Prior experience supporting C-suite or senior leadership strongly preferred.
Familiarity with professional services firms (legal, accounting, consulting) is advantageous.

Skills & Competencies

Excellent communication skills. Written and verbal both in English & Bahasa Malaysia
Strong organisational and time-management abilities.
High proficiency in Microsoft Office, SharePoint, Teams, Microsoft Power Point and productivity tools.
Ability to handle confidential and sensitive information with discretion.
Proactive, resourceful, and capable of multi-tasking in a fast-paced environment.
Strong interpersonal skills.

Personal Attributes