Senior Admin Executive cum Personal Assistant

JOB PURPOSE

Provide comprehensive and high-level administrative, communication, and personal support to the Executive Management Office (EMO). The role requires exceptional organizational skills, discretion, and the ability to manage both professional and personal matters with efficiency and integrity.

1. Executive & General Administrative Support

• Greeting and welcoming clients or visitors in a friendly and professional manner.
• Oversee day-to-day office administration and office cleanliness in coordination with cleaners and office maintenance teams.
• Manage an active calendar of appointments, including scheduling and rescheduling meetings, and organizing business and personal travel arrangements for Executive Management.
• Coordinate logistics for business trips, including flights, accommodations, visa applications, and meeting itineraries.
• Prepare, compile, and manage documents, reports, correspondence, presentations, and briefing materials.
• Track progress of key projects and follow up on action items, deliverables, and deadlines on behalf of the Executive Management.
• Ensure accurate and timely preparation, proofreading, and delivery of all documentation and correspondence.

1. Communication & Liaison

• Handle all office phone calls, emails, and messages, ensuring timely and professional communication.
• Filter and prioritize incoming communications and requests, responding on behalf of the Executive Management when appropriate.
• Draft, review, and respond to emails, letters, and other communications as directed.
• Act as the primary liaison between the Executive Management and internal/external stakeholders, including overseas partners and high-level executives when necessary.

1. Meetings & Coordination

• Coordinate and attend internal and external meetings, take accurate minutes, and ensure timely follow-up on discussed action items if required.
• Arrange and manage meeting logistics, including materials preparation, venue booking, and guest coordination.
• Occasional local or overseas travel assignment with the Executive Management when necessary.

1. Personal & Confidential Support

• Handle personal and confidential matters for the Executive Management and immediate family, including banking, memberships, claims, travel, and event planning.
• Manage and coordinate personal errands, appointments, and private engagements to ensure smooth integration with professional responsibilities.
• Assist with personal financial matters and documentation, maintaining strict confidentiality.

1. Others

• Assist with ad-hoc projects and tasks as required by Executive Management.

• Proven 2-3 years of experience in administrative, Personal Assistant, or Executive Assistant.
• Possess at least a Bachelor's Degree in Business Management, Administration, Secretarial, or a related field.
• Strong organizational and multitasking abilities with high attention to detail.
• Excellent written and verbal communication skills.
• Discretion and confidentiality are essential.
• A proactive mindset and a positive, team-oriented attitude.
• Proficient in Microsoft Office Suite and digital tools for scheduling, travel management, and communication.
• Ability to work independently, manage multiple priorities and respond swiftly to changing demands.
• Flexible to work beyond standard office hours when necessary.
• Strong organizational skills and able to manage multiple competing priorities.
• Resourceful, proactive and strong problem-solving skill.
• Must be willing to work in Ara Damansara / Seksyen 51A, Petaling Jaya.

MINIMUM ESSENTIAL QUALIFICATIONS

Formal Education : Possess at least a Diploma or Bachelor's Degree in Business Management, Administration, Secretarial, or a related field.

Work Experience : Total Relevant Experience: Minimum of 2-3 years of administrative, Personal Assistant or Executive Assistant.

Skills / Knowledge/ Qualifications :

• Fluency in English language (Mandarin or Bahasa Malaysia is an added bonus).
• Proficiency in MS Office (in particular Word, Excel and PowerPoint).