Executive Assistant

3 weeks ago

Malaysia TIME's group Full time

PA, EA & Secretarial (Administration & Office Support)

We are a family office managing both the financial and non-financial interests of a family. The scope of services we render to our internal clients are comprehensive, both in breadth and depth, covering such areas as: accounting, financial planning and reporting, investment management, asset management, company/fund/trust administration, statutory compliance, human resources management, and lifestyle concierge.

Overall Purpose of the Job

To provide responsive, effective, and efficient administrative support of a highly confidential nature to key executives. An Executive Assistant is expected to be fiercely loyal, committed and dedicated, and to possess the highest level of integrity. By always staying a few steps ahead, he/she seeks to improve the productivity of key executives. Ultimately, to be successful in this role, he/she must be a versatile all-rounder, have a great ‘can-do’ attitude, and have the energy to keep up with and uncompromisingly deliver a top-notch professional service. In short, he/she must be a pleasure to work with and have only one mission – to make our key executives’ lives easier.

Candidate Profile

While this is a multi-disciplinary role, the main responsibility is to provide a full suite of administrative assistant services. However, additional skills, experience and/or qualifications in the following areas are relevant and therefore strongly preferred: family office administration, accounting, fund / trust administration, corporate secretarial or paralegal.

Personality

As a person, he/she must be open-minded, positive, energetic, proactive, reliable yet discreet. Moreover, these are the strengths we are looking for in candidates: project management (planning/organizing/coordinating), attention to detail, problem solving and critical thinking. In summary, to succeed in this role, one has to strive for delivering excellence.

Growth in this position can lead to the position Business Manager or Chief of Staff, and eventually General Manager of the family office or of an operating business unit. This job would be most rewarding for those who are passionate about providing top notch service and solving problems.

Key Result Areas

  • Gatekeeping and liaison: Communicate on behalf of the family & coordinate with external parties and be the main point of contact.
  • Calendar management: Maintain, organize and remind.
  • Manage HR and admin aspects of support staff.
  • Travel and logistics: Arrange transportation and accommodation as well as trip planning.
  • Property management: Maintenance, repairs & tenant management.
  • Accounting: Expenses management, record keeping, processing payments & manage petty cash.
  • Company administration: Compliance with statutory requirements pertaining to accounting, audit, tax and legal.
  • Fleet management: Schedule and arrange vehicle maintenance and repair & renewal of road tax and insurance.
  • Manage procurement and vendor relationships.
  • Manage memberships and subscriptions.

Person Specification

Culture & core values: respect, humility, integrity, responsibility, focus, goodness, presentable appearance.

Experience: Minimum 5-6 years working experience of which at least 3 in a similar role.

Circumstances

  • Willing to work outside of ordinary business hours.
  • Commit to be reachable at all times.
  • Willing to travel.
  • Must have own transport.

Location: Damansara Heights near MRT.

Job Specific Skill & Competencies

  • Language skills: Fluent in written and spoken English.
  • Writing skills: Business correspondence writing.
  • Note taking skills: Demonstrated experience recording accurate minutes of meetings and overall pen to paper habits.
  • Computer skills: Proficiency in Word, Excel, PowerPoint and Outlook.
  • Organization skills: Excellent organization skills and multi-tasking abilities.
  • Ability to take initiative to manage work flow and priorities.
  • Ability to work to deadlines and under pressure.
  • Communication skills: Excellent grammar and writing skills as well as oral communication skills.
  • Interpersonal skills: Excellent interpersonal skills with ability to work effectively with colleagues from all levels.
  • Sound judgment.
  • Ability to maintain confidentiality and to use high degree of discretion.
  • Committed, dedicated, loyal and honest.
  • Highly meticulous with strong attention to detail.
  • Good planning and follow up skills.
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