Executive Assistant to Managing Director

3 weeks ago

Subang Jaya, Malaysia IFV GROUP SDN BHD Full time

As an Executive Assistant to the Managing Director, your role involves providing comprehensive administrative and organizational support. You will manage both professional and personal tasks for the Managing Director, requiring discretion, strong communication skills, and professionalism. It is crucial to the smooth operation of the executive office.
As an Executive Assistant to the Managing Director, you play a pivotal role in maintaining the efficiency and effectiveness of the executive office. Your responsibilities encompass a wide range of administrative and organizational tasks, both professional and personal in nature.
Your success in this role hinges on your ability to exercise discretion, communicate effectively, demonstrate professionalism, execute tasks with precision, plan meticulously, and manage time efficiently. You are the linchpin that enables the Managing Director to focus on strategic priorities, providing invaluable support to the executive team and contributing to the overall success of the organization.

**Here is a summary of your responsibilities**:

- Research and Decision Support:

- Conduct thorough research to provide essential data for the Managing Director's decision-making process.
- Compile data and generate reports to support informed decision-making.
- Correspondence Management:

- Ensure precision, clarity, and timely responses to maintain effective communication.
- Meeting and Presentation Support:

- Prepare and organize materials for meetings, conferences, and presentations.
- Develop agendas, reports, and presentation materials to facilitate productive discussions.
- Record and Data Management:

- Maintain and update company records, files, and databases securely.
- Ensure the precise storage of confidential data while adhering to data protection regulations.
- Stakeholder Communication:

- Act as the primary point of contact between the Managing Director and internal/external stakeholders.
- Uphold professionalism and confidentiality in all interactions.
- Schedule Management:

- Efficiently oversee the Managing Director's schedule.
- Organize meetings, coordinate appointments, and prioritize tasks to maximize time management.
- Special Projects and Initiatives:

- Play a role in overseeing special projects and initiatives assigned by the Managing Director.
- Foster collaboration with various departments and teams as necessary to achieve project goals.
- Issue Tracking and Reporting:

- Continuously track and address unresolved issues and action items arising from department and management meetings.
- Provide updates during subsequent meetings to ensure progress.
- Travel Coordination:

- Coordinate all travel logistics, including booking flights, accommodations, and transportation.
- Extend travel support not only to the Managing Director but also to other executives when required.
- Managing Personal Affairs:

- Take responsibility for managing the Managing Director's personal affairs, including handling personal appointments, scheduling personal activities, and assisting with personal tasks as required. To extend to other Directors when required.
- Ensure a seamless blend of professional and personal responsibilities, maintaining the same level of discretion, professionalism, and efficiency in both domains.

Your role is multifaceted and requires a high degree of professionalism, discretion, and effective communication. You are essential in ensuring that the Managing Director's office runs smoothly, that decisions are well-informed, and that the organization's various projects and initiatives are managed efficiently.

**; Requirements: - Qualifications**:

- Qualifications: Higher Secondary/STPM/'A' Level/Pre-U
- Proven experience in both online and offline marketing roles.
- Excellent written and verbal communication skills in English and Bahasa Malaysia.
- Creative mindset with the ability to think outside the box.
- Results-oriented with a focus on achieving measurable goals.

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