Administrative Support Specialist

2 days ago

Shah Alam, Selangor, Malaysia ACE EdVenture Group Full time
Job Description:

The Executive Assistant will provide high-level administrative support and relationship management to the CEO. Reporting directly to the CEO, this role provides executive support and plays a vital part in ensuring the smooth operation of the CEO's office.

Duties and Responsibilities:
  • Work closely with the CEO to support all aspects of their daily work routine.
  • Liaise with senior management teams, board members, and other higher-ups on behalf of the CEO, projecting confidence and competence in interactions with people at all levels.
  • Foster and build healthy relationships with business partners under assigned portfolio.
  • Communicate with leaders (internal & external) to evaluate initiatives and proposals to see how they align with the organization's established priorities.
  • Approach potential target markets to establish relationships and build rapport.
  • Follow up on contacts made by the CEO and support the cultivation of ongoing relationships.
  • Maintain the creativity and innovation of ACE EdVenture culture in all conduct.
  • Serve as the primary point of contact from the CEO's office: managing correspondences, screening phone calls/emails, attending to visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing appropriately for resolution.
  • Determine priority of matters of attention for the CEO; redirect matters to relevant PIC to handle, or handle matters personally, as appropriate.
  • Maintain an organized calendar for the CEO including scheduling meetings, appointments, speaking engagements, and travel arrangements.
  • Exercise discretion in committing time and evaluating needs.
  • Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the CEO's behalf.
  • Coordinate work with internal staff members; play a key role in the coordination of staff efforts both within and outside the department.
  • Provide coordination, monitoring, and communication of projects and programs managed by the CEO's office.
  • Assist the CEO with presentation slides, reports, agenda materials, and other documentation as needed.
  • Support the CEO in monitoring social media presence and activity and following up with relevant parties to mitigate risk as needed.
  • Carry out market research and provide analysis as needed.
  • Attend meetings and take notes of discussions, prepare minutes of meetings and summaries.
Requirements and Skills:
  • A Bachelor's degree in business, public relations, marketing, administration, or equivalent work experience is preferred.
  • Minimum 2 years of working experience as an Executive Assistant/Personal Assistant/Relationship Manager or similar role.
  • Outstanding organizational and time management skills.
  • Possesses a flexible approach to work with the ability to adapt to a fast-paced, ever-changing environment.
  • Excellent written and verbal communication skills – needed for communicating with a range of people, both internally and externally.
  • Very strong interpersonal skills and the ability to build relationships with key stakeholders.
  • Upholding professional discretion and confidentiality.
  • Open to traveling and working flexible hours.

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