Job Description

Job Responsibility Working Hours: 5 days per week Clerical Assignments / Tasks Receive, direct and relay phone calls, fax and email messages. Respond to public enquiries promptly and courteously and handling the calls independently. Draft & relay business of Inter/Intra Department communication as directed by the Chairman. Organize, scheduling internal & external meetings including invitations, notifications, RSVPs, regrets & courtesies for invitations declines, itinerary management / Calendar management etc. Maintaining contact lists (indexed and cross-references) including important telephone numbers, Birthdays, Anniversaries, events etc. Coordinate administrative issues associated with each activity (i.e. catering, equipment delivery, photocopying of materials needed and etc.) Update Chairman on any important information that requires his attention including official / personal communications/ invitations / developments etc. Maintain boss s calendar. Keep track of daily and upcoming meetings, including coordination of appointments and other departments as well as extensive rescheduling ensuring superiors are updated from time to time and circulate notices of various meetings to the relevant parties Prepare stack of documents in orderly manner, which require signatures/ approval on daily basis Prepare internal memo and external correspondences, file them systematically; receive, monitor and track documents to ensure proper handling of the signatures and distributions. Arranging conference calls, videoconferences or data conferences involving a global audience as directed. Setting up meetings as instructed or as required. Transcribe, prepare and distribute letters, contracts, reports and memo including materials of confidential nature; draft letter upon request and take notes accurately To receive chairman s guest, and assist in official/unofficial requirements and arrange IT for their satisfactory stay. Pick up and drop off of Chairman or Chairman s guest to/from the airport to make sure that everything runs smooth. Housekeeping & Hospitality Maintain protocol of Chairman s office and make suggestions for improvement where needed. Maintain an adequate inventory of office supplies for self and Chairman including proper Printing and Stationery management. Responsible for Hospitality standards in the Chairman s office. Ensuring beverages and supplements to be served on time. Ensure utmost care & comfort of all guests / visitors to Chairman s office including their beverage / food requirements. Ensure proper housekeeping standard :- clean and fresh ambience (Lights, aquarium, flowers, floors, toiletries etc) Payments Ensure all routine / ad-hoc bills related to Chairman and his office are paid on time without any follow up from vendors / operators. Maintain a cash reserve at all times for urgent requirements. Travel / Transportation Maintaining list of important document expiry dates such as; credit cards, driver s licenses, passports, international visas and air miles. Ensure they are valid at all times. Be aware of international travel rules governing passports, visas and advise Chairman as necessary while planning international travel. Ensure travel arrangements including booking tickets, Hotel reservations, Visas, Medical Insurance, meet & greet services in destination, local transportation requirements and updating of privilege card / air miles and provide other support for official/personal visits of the chairman. Administer and prepare traveling expenses, reimbursement and submit to Finance Management Office. Miscellaneous Personal Valet assistance to Chairman including shopping, purchase and delivery of flowers / gifts on a variety of occasions as directed Coordinate and organize Chairman s wardrobe as required Personal concierge responsibilities including event planning i.e. maintain updated visitor list, Planning and conducting social meetings, get together and events including invitations, confirmations to post event courtesies. Train and provide work direction to others as assigned; assist and back up other Executive Assistants as needed In the absence of the chairman, report to GM - Executive Assistance & Controls who will advise tasks / assignments. Managing housekeeping duties. Handle all other personal matters and run errands for the Chairman as instructed Clothes and personal belongings (Clothes: all garment, shoes, socks, underwear, belts, cufflinks, pocket squares, neckties, etc.. ) (Personal belongings: watches, wallets, sunglasses, handbag, account, safe, iPad, iPhone, laptop, etc..) Taking care of all clothes and personal belongings, maintain in good shape without damage and lost. Matching and preparing clothes for each occasion. Maintaining clean care of clothes and personal belongings. Making record of all clothes and personal belongings. Keeping the accounts updated in every expenses. Filling up money in the wallet and credit cards. Make sure that clothes come back after sending for cleaning and fixing. Food (Food, fruits, juice, water, snacks, desserts) Preparing food, drinks, fruits, snacks for Chairman as per requested. Coordinate with chef and staff about Chairman s menu for every meal. Ensure all the foods that will be served to chairman are hygienic, healthy and nutritious. Buy only good quality, healthy foods and strictly being mindful of expired food. Medicine, Vitamins, medical profile and doctor recommendation Taking responsibility of giving daily vitamins. Making a list, buying and stocking important Vitamins. Conscious about all medical records and strictly follow doctor s instructions. Strictly being mindful of expired medicine. Rooms and Environment (Rooms: Bedroom, Bathroom, dressing rooms, living room, kitchen, toilet, and terrace) Always keep all rooms neat, clean and smell good. Things in the rooms are kept properly in place. Making Sure that trees and flowers inside/ outside are looked after nicely. Personal Care Products (Hair products, facial products, body products, mouth products, foot products, bed sets, towels, etc ) Always ensure that all personal care products are kept in place properly and remain the same amount. Replace the new products if required by chairman. Proper knowledge of the product stock. Making sure that Bed sets, spreads, towels are washed properly and smell good. Household equipments, appliances, utensils and cutleries. Ensuring that all household equipments and appliances are in proper condition. Making sure the technicians will repair the damage appliances briskly. Refilling household stuff and making sure that necessary things are always in stock. Utensils and cutleries are always kept clean and ready to use. Letters, gifts, and invitation cards Being responsible to show Letters, gifts, and invitation cards to Chairman. Packing and Unpacking. Being responsible in packing and unpacking all luggage and belongings properly without any damage. Massage, PA, Facial treatment, Haircut. Setting up Massage bed, Spa room and haircut area. Manage to contact the service person (Therapist, Masseuse, aestheticians, hairstylist) Personal care Morning and night relaxation massage Standby and serve breakfast, lunch, dinner (coordinates with other staffs) and give required vitamins at stipulated time. Be ready before Chairman wakes up and retreat after chairman sleeps. In case no one is available for cooking, should cook occasionally. Job Requirements Minimum Diploma / Advanced Diploma education level. Minimum 3 years working experience. Candidate with proven experience of similar position is preferred. Peer resistance skills, Honesty and discretion character, approachable and good communication skills. Organizational skills Punctual, hard-working, problem solving ability, strategic thinker, persistent, hygienic and organized. Technical Skills Ms office suite .NET-savvy, techsavvy. Confidentiality & Ethics Ability to ensure all sensitive information remains confidential and in any situation is not compromised Job Benifits Hybrid work arrangement. EPF & SOCSO. Annual leave.

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