Personal Assistant (senior Executive Level) #mmh
Kuala Lumpur, Malaysia
Job Description
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Job Scope: Executive Secretarial Support to the business
- Provide business, business operations and project management support to senior leader.
- Calendar management for senior leader and set up meetings with relevant stakeholders.
- Maintain sensitive and confidential written and oral information.
- Facilitate communication with direct reports of senior leader and relevant stakeholders.
- Provide ad-hoc personal assistant support to senior leader upon request.
- Work with Travel team in arranging business travel for relevant stakeholders.
- Monitor effectiveness of current procedures of the department, provide suggestions to streamline relevant procedures to improve efficiency and productivity.
- Undertake special or ad hoc assignments to meet business needs.
- Maintains an overview and ensures progress on major cross-functional initiatives and projects, such as new markets/ offices
- New market expansion research, including market insights, new suppliers to use in each market, general business registration and legal setup of companies in new markets
- Evaluates and/or negotiates contracts for the purchase of services in coordination with the department requiring the service.
- Participates in development, implementation and maintenance of policies, objectives, short-and long- term planning to assist in accomplishment of company\xe2\x80\x99s goals.
- Works with MD / Director to provide a second and recommends alternative resource allocation measures which may generate cost savings and result in optimal use of funds.
- Works with Director and be contact point regarding office management issues e.g. lease agreement / refurbishment / repairs/ relocation of office (e.g. Spaces, Q Sentral, the desk, Spaces Penang, JB \xe2\x80\x93 Regus)
- Facilitate and lead meetings with office vendors/suppliers, raising issues on behalf of MD/ Director and/or any contractual concerns (Spaces, Accommodation, Nadi)
- Reviews payments for approval on behalf of MD or Director if required; and reviews and approves all operational expenses, this includes but not limited to liaising with the Finance teams in authorizing/ signing off monthly invoices which relates to the day to day operations of the office, current legal/ accounting/ recruitment suppliers.
- Responsible for preparation of client and supplier contracts and provides reminders around renewals
- Responsible for Contract management of vendor/ supplier contracts across offices across all markets
- Ensure each department has appropriate process and procedure manuals are up to date and tested, and maintains \xe2\x80\x9corganisational knowledge\xe2\x80\x9d to the highest degree at all times, to ensure business continuity
- Records concise, meticulous minutes of all board meetings, maintaining strict confidentiality.
- Researches, answers, screens and follows-up on enquiries and multiple incoming issues and concerns addressed to the MD, including those of a sensitive or highly confidential nature, and if necessary, referring enquiries or seeking relevant information from the most appropriate staff member or department.
- Maintain open communication and work relationships with other staff as required to clarify MD and Director requirements and ensure smooth progress and achievement of deadlines
- Proofreads, edits and formats drafts prepared by the MD including confidential documents. and creates spreadsheets and presentations, in a timely manner with impeccable attention to detail
- Manages expense reimbursements for the MD and Director\xe2\x80\x99s including reconciling company and personal credit card statements. This includes compilation of receipts and ensuring monthly statements and receipts are sent to Finance for reimbursement/ reconciliation.
- Ensures Expense reports of MD\xe2\x80\x99s direct reports are approved in accordance with policies.
- Provides first line support to MD on digital devices and applications, internal systems, presentation tools, processes and office facilities as well as maintaining digital filing systems.
- Undertakes other tasks as assigned and carries out duties relying on own initiative and independent action to assist with scheduling, completing work assignments, and contributing to the effective running of the MD\xe2\x80\x99s Office.
- Professional development
- Day shift
- Personal Assistant: 3 years (Preferred)
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Job Detail
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Job IdJD930706
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationKuala Lumpur, Malaysia
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EducationNot mentioned