Admin Executive Assistant

6 months ago


Petaling Jaya, Malaysia JME STUDIO PLT Full time

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**: RM2,600.00 - 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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