Secretary / Personal Assistant to CEO

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Responsibilities:

• Responsible for managing CEO day-to-day administrative and operational matters.
• Making appointments, travel arrangements, coordinating business schedules, itineraries, minutes of meetings, and general correspondence.
• Assist in organizing in-house and external events.
• Prepare, compile, coordinate, and arrange meeting materials, tools, and facilities for scheduled meetings, appointments, conferences, and events. Prepare refreshments and take minutes as required.
• Facilitate communication from CEO to internal and external stakeholders to ensure messages are effectively communicated.
• Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Collaborate with cross-functional teams and other departments on special projects as assigned.
• Adapt to changing priorities and manage multiple tasks efficiently in a fast-paced environment.
• Assist with other ad-hoc administration and project requirements as needed.
• Occasionally willing to travel outstation.

We Want Someone Who:

• Possesses a Bachelor's Degree or Diploma in Secretarial Practice, Business Administration, or a relevant field.
• Has at least 3 years of working experience as a Secretary/Personal Assistant to a CEO or Director.
• Has a good command of spoken and written English, Bahasa Malaysia, and Mandarin.
• Exhibits exceptional planning, organizational, problem-solving, time management, and multitasking skills. Detail-oriented with a high level of accuracy.
• Has advanced proficiency in office management systems and Microsoft Office Suite.
• Demonstrates discretion and trustworthiness when handling confidential information.
• Possesses strong people and social skills, able to be tactful and diplomatic when interacting with different levels of people.
• Can work independently and take initiative with a sense of urgency, tolerance, and flexibility.