Personal Assistant

Job Description

Key Responsibilities

Executive Support

1. To support MD and key senior management team’s daily administrative and general secretarial duties.
2. Provide comprehensive administrative support to the Managing Director, including managing their calendar, coordinating appointments, and prioritizing scheduling needs based on strategic business objectives.
3. Facilitate preparation for meetings by ensuring all necessary materials are ready (e.g., agendas, presentations, briefing documents).

Legal And Contract Support

1. Assist in the preparation, review, and management of basic artist agreement contracts based on templates.
2. Track the status of contracts, ensuring deadlines and deliverables are met and accurately recorded.
3. Maintain and update legal documents, ensuring proper storage and accessibility for reference when needed.

Administrative Functions

1. Manage confidential business documents and maintain up-to-date filing systems, both digitally and in hard copy.
2. Dealing with suppliers for printing name cards and office stationery.
3. Purchasing of office supplies & refreshments from Lotus’s online and others.
4. Handling inquiries on office cleanliness, tidiness, and management.
5. Reception duties such as door opening, answering incoming phone calls, and handling incoming parcels/couriers.
6. Handling/updating door and lobby access card distribution.
7. PO creation and invoice verification.
8. Utility rebill such as Telekom, Tenaga, and interco.
9. Liaise with company secretary regarding company secretarial matters and directors' board resolutions.
10. Bank Guarantee application for artist performance/permit.

Contracts

1. Supporting the A&R and Legal team in updating/drafting artist contracts using provided standardized legal templates.
2. Update monthly Contract Summary to SSC.
3. RAD deal update to create scope ID.

Transportation & Hotel Arrangement

1. Transport arrangement & hotel reservation for Regional Team.
2. Motor vehicle insurance and road tax renewal.
3. Hotel reservation for co-worker/executive from Regional office.