Job Description

Highly organized and proactive Personal Assistant with a strong background in Accounts and Finance with excellent administrative skills, have a strong understanding of financial processes, and demonstrate a keen ability to manage tasks effectively while maintaining confidentiality and professionalism.

Administrative Support:

Provide comprehensive administrative support to the Director, including managing calendars, scheduling appointments, and organizing travel arrangements. Draft and proofread correspondence, reports, and presentations for the Director. Screen phone calls, emails, and other communications and prioritize matters for the Director's attention. Organize and maintain filing systems, ensuring proper documentation of important records and financial documents.

Accounts & Finance:

Assist with budgeting, financial planning, and preparation of reports. Maintain and update financial records, ensuring accuracy and compliance with company policies. Prepare and reconcile expense reports and track financial transactions. Assist in the management of cash flow, invoicing, payments, and receipts. Monitor and track accounts payable and receivable, liaising with vendors, clients, and internal teams to ensure timely and accurate transactions. Assist the Director with financial decision-making by preparing data and reports for review. Support the Director in audits, financial reviews, and other finance-related projects.

Project Coordination:

Help plan and manage special projects, ensuring deadlines are met and resources are effectively allocated. Coordinate with various departments to gather and present information on ongoing business and financial projects.

Confidentiality & Compliance:

Maintain the highest level of confidentiality, particularly regarding sensitive financial data, contracts, and business dealings. Ensure compliance with relevant company policies and financial regulations.

Liaison and Communication:

Act as the primary point of contact between the Director and internal/external stakeholders, handling requests and inquiries efficiently. Coordinate and prepare meeting materials, including agendas, reports, and follow-up actions. Maintain strong relationships with key clients, suppliers, and partners.

Travel Planning & Coordination:

Manage the full travel process, including booking flights, accommodations, car rentals, and transportation. Ensure all logistics are in place for business trips, conferences, and client visits.

Research and recommend travel options. Good at apps research such as Xiao Hong Shu, Instagram, TikTok and etc. Optimize travel itineraries at good costs while maximizing efficiency and comfort. Ensure all travel arrangements are well prepared for the travel plan. Manage bookings for flights, hotels, meeting venues, and other accommodations, ensuring timely confirmations. Liaise with travel agencies and suppliers to negotiate rates and obtain the best options. Assist with the preparation of necessary documentation, such as visas, travel insurance, and itineraries, ensuring compliance with both domestic and international travel regulations. Provide detailed itineraries and travel documents to travellers. Prepare necessary materials for meetings, events, and conferences related to business travel. Provide continuous support during trips, assisting with any unforeseen changes or issues, including cancellations, re-bookings, and emergency situations. Gather feedback from travellers on their experiences and ensure any post-trip requirements are met. Track and analyse travel spending trends for future improvements.

Praying Assist

Assist in preparing prayer food for praying on the 1st and 15th day of the lunar calendar month in the Director room. Assist in watering plants every 2 days if any in the Director rooms. Assist in preparing water and tea when the Director enters the office. Ensure Director's stationery are replenished and prepared for his usage. Performs other required functions from time to time as may be assigned by the Director.

Essential:

Bachelor's degree in Accounting, Finance, Business Administration, or a related field. Proven experience as a Personal Assistant or Executive Assistant, ideally in a corporate or financial environment. Strong knowledge of financial principles, accounts management, and budgeting. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook). Strong organizational and multitasking skills with attention to detail. Strong organizational skills in travel arrangements Excellent communication skills, both verbal and written. Ability to handle confidential information with discretion and professionalism. Strong time-management skills and the ability to prioritize tasks effectively.

Desirable:

Experience with financial software is an advantage. Knowledge of basic financial modeling or data analysis. Additional certifications in finance or accounting would be a plus.

Job Requirement:

Must be able to communicate and write in Chinese (Mandarin and Cantonese) Willing to work at area Menara MBMR (KL) At least a Degree in Admin or Secretarial At least 3 to 5 years of working experience with a proven track record in the field of personnel management Knowledge of scheduling and arrangement Excellent organizing tasks Proficient in MS Office; knowledge of Outlook is an advantage Outstanding organizational and time-management abilities Excellent communication and interpersonal skills that connect with all levels of employees Problem-solving and decision-making aptitude Strong ethics and integrity to maintain confidential data Respects diversity
Job Types: Full-time, Permanent

Work Location: In person