Technical Special Assistant

To provide comprehensive personal assistance with a focus on scheduling management, appointment coordination, technical document support, and flexible task execution for the company director.

Key Responsibilities:
1. Scheduling and Appointment Management
- Serve as the sole point of contact for scheduling director's meetings
- Manage and maintain a centralized digital calendar system
- Screen and filter all meeting requests
- Coordinate and schedule appointments efficiently
- Prevent scheduling conflicts
- Send meeting confirmations and reminders
- Maintain detailed records of all scheduled meetings
- Manage time zone differences for international meetings

2. Technical Document Support
- Review and summarize technical quotations
- Analyze tender documents and prepare concise executive summaries
- Extract key technical and commercial details from complex documents
- Prepare comparison charts for different quotations
- Organize and maintain a digital filing system for technical documents
- Assist in preliminary document screening and preparation

3. Communication Management
- Act as primary communication gateway for the director
- Screen and prioritize incoming communications
- Prepare communication logs
- Draft preliminary responses and correspondence

4. Administrative Support
- Maintain confidential and organized filing systems
- Prepare travel arrangements
- Handle expense tracking and basic reporting
- Coordinate with internal teams for meeting preparation

5. Flexible Ad-Hoc Task Performance
- Demonstrate exceptional adaptability to unexpected and diverse tasks
- Willingness to take on any assigned responsibilities beyond core job description
- Quickly learn and execute new tasks with mínimal supervision
- Provide immediate support for urgent or unplanned requirements
- Maintain a proactive and solution-oriented approach to unexpected challenges
- Perform tasks across various domains as directed by the director
- Be available for immediate task allocation during and outside standard working hours
- Showcase versatility in handling diverse and potentially complex assignments
- Maintain high-quality output regardless of task complexity or urgency
- Develop a comprehensive understanding of the company's operations to facilitate effective task completion

Desired Qualifications:

- Bachelor's degree (Preferred in Engineering, Business Administration, or related field)
- Minimum 2-3 years of experience in executive support role
- Strong technical documentation understanding
- Excellent communication and organizational skills
- Proven track record of flexibility and adaptability

Required Technical Competencies:

- Advanced proficiency in Microsoft Office Suite
- Experience with digital scheduling tools
- Document management software skills
- Basic understanding of technical terminology
- Strong data organization and analysis capabilities

Personal Attributes:

- Exceptional attention to detail
- Discretion and confidentiality
- Proactive problem-solving approach
- High emotional intelligence
- Ability to work under pressure
- Quick learner with adaptability
- Extreme flexibility
- Resilience in handling unpredictable work scenarios
- Strong multitasking capabilities

Compensation Considerations:

- Competitive salary based on experience
- Performance-based incentives
- Professional development opportunities
- Potential compensation for extended availability

Additional Notes:

- Potential for hybrid or remote work
- Occasional on-site support may be required
- Willingness to undergo technical training
- Flexible working hours expected
- Compensation may reflect the extensive flexibility required

Special Emphasis:
**Job Types**: Full-time, Contract, Freelance

Pay: RM3,016.93 - RM7,308.26 per month

Schedule:

- Monday to Friday
- On call
- Rotational shift
- Weekend jobs