Personal Assistant Butler

2 weeks ago

Kuala Lumpur, Kuala Lumpur, Malaysia Beautypedia Sdn Bhd Full time

Responsibilities

Clerical Assignments / Tasks:

  • 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 crossreferences) 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 / adhoc 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 s

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