Admin Executive Assistant
1 week ago
We are seeking a skilled Executive Administrative Assistant to deliver efficient secretarial and administrative support in a well-organized and timely manner.
This role involves working closely with executives, handling various tasks to streamline their work and communications. As an individual contributor, you will provide personalized assistance, ensuring smooth operations and effective communication.Your responsibilities will range from managing schedules, managing inventory and correspondence to organizing meetings and maintaining confidentiality.
We require someone who is proactive, detail-oriented, and possesses exceptional organizational and communication skills.
Responsibilities:
Manage and maintaining office expenses, check and reconcile expense reports before monthly submission
Manage everything related to office operations and management e.g. business licensing etc
Oversee the handling travel arrangements, calendars - organize and schedule appointments
Manage the coordinating internal and external events
Manage office services like cleaners and maintenance service providers
Assisting the HR team with recruitment, onboarding and termination processes
Ensuring the safety and hygiene standards of the office and studio
Plan meetings, sending out invites and take detailed minutes
Managing physical and virtual meeting room availability, cleanliness, safety, maintenance
Oversee the management of security and telecommunications systems
Oversee the management and purchasing of office inventory such as stationery, equipment and furniture
Preparation of regularly scheduled reports, spreadsheets, presentations
Develop and maintain a filing, database, inventory system
Update and maintain office policies and procedures
Order and purchase office supplies and research new deals and suppliers
Oversee the maintenance of contact lists, database and inventory
Provide general support to visitors and staff members
Act as point of contact for internal and external clients
Manage the maintenance, purchasing and the rental of studio props
Skills:
Organized and resourceful
Good interpersonal skills, Active listener
Adept at prioritizing, scheduling and multitasking
Ability to handle office equipment (e.g., the telephone system, printer and the fax machine)
Fast and eager learner
Knowledge of office management systems and procedures
Working knowledge of office equipment, like printers and fax machines
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
Excellent time management skills and the ability to prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills and telephone etiquette
Strong organizational skills with the ability to multi-task
Qualifications:
Bachelor's degree in business administration, management or related field
Familiarity with technology especially in social media and communicative technologies
A minimum of 2 years of working experience
Salary:
RM2, RM3,500.00 per month
Benefits:
- Free parking
- Opportunities for promotion
- Professional development
Schedule:
- Monday to Friday
Supplemental pay types:
- Performance bonus
- Yearly bonus
Ability to commute/relocate:
- Petaling Jaya: Reliably commute or planning to relocate before starting work (required)
Education:
- Diploma/Advanced Diploma (preferred)
Experience:
Microsoft Office: 2 years (preferred)
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