Personal & Administrative Assistant

**Job Description: Personal & Administrative Assistant**

**Reports To**: General Manager (GM)

**Job Summary**:
The Personal & Administrative Assistant is the organizational linchpin of the hotel's executive office. You will provide comprehensive, confidential support to the General Manager while managing the day-to-day administrative operations of the hotel office. This role requires exceptional organizational skills, proactivity, and the ability to handle multiple tasks efficiently in a fast-paced pre-opening and operational environment. You will be instrumental in ensuring the smooth flow of information and administrative processes for the entire management team.

**Key Responsibilities**:
**1. Personal Assistant to the General Manager**:

- Manage the GM's professional calendar, including scheduling appointments, meetings, and coordinating travel arrangements.
- Handle confidential correspondence, prepare reports, and create presentations as directed by the GM.
- Act as a gatekeeper, screening phone calls, inquiries, and requests, and handling them appropriately.
- Assist in preparing for key meetings, including compiling agendas and taking minutes.

**2. Procurement & Administrative Management**:

- Serve as the main point of contact for office-related matters.
- Manage the procurement process for all supplies. A**ssist department heads in the sourcing of general hotel supplies and operational equipment by identifying vendors, obtaining and comparing quotations, and processing purchase orders.**:

- Establish and maintain an efficient physical and digital filing system for all hotel administrative documents.

**3. Human Resources (HR) Support**:

- Assist with the new hire onboarding process, including preparing employment contracts (from templates) and collecting necessary documents.
- Act as a first point of contact for basic staff inquiries regarding HR administrative matters.

**4. Financial & Accounts Support**:

- Process and manage expense claims for the General Manager and other department heads.
- Assist in liaising with external accountants or vendors for invoice processing and payments.
- Manage the office petty cash fund and ensure proper reconciliation.

**5. Reporting & Ad-Hoc Duties**:

- Assist in compiling data and preparing regular administrative or operational reports as required by management.
- Undertake any other ad-hoc tasks and responsibilities as assigned to support the hotel's operational needs.

**Key Requirements & Qualifications**:

- **Experience**: Minimum of 2-3 years of experience in an Administrative Assistant, Personal Assistant, or senior administrative role. Experience in the hospitality industry, particularly with procurement or purchasing tasks, is a strong advantage.
- **Skills**:

- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills in both English and Bahasa Malaysia.
- Exceptional organizational and time-management abilities.
- Absolute discretion and a proven ability to handle confidential information.
- **Education**: Minimum Diploma in Business Administration, Secretarial Studies, or a related field.

**Personal Attributes**:

- A proactive, resourceful, and detail-oriented individual who can anticipate needs.
- Professional demeanor and a positive, can-do attitude.
- Ability to multitask and prioritize effectively in a dynamic environment.

**Salary & Benefits**
- **Monthly Salary Band**:RM 2,800 - RM 4,000**:

- **Benefits**: Includes statutory contributions (EPF, SOCSO, EIS), annual leave, and medical benefits as per company policy.

Pay: RM2,800.00 - RM4,000.00 per month

**Benefits**:

- Additional leave
- Flexible schedule

Schedule:

- Fixed shift
- On call

Supplemental Pay:

- Performance bonus
- Yearly bonus

Ability to commute/relocate:

- Klang: Reliably commute or planning to relocate before starting work (preferred)

**Language**:

- Mandarin (preferred)
- Malay (preferred)

Willingness to travel:

- 50% (preferred)

Work Location: In person

Expected Start Date: 08/18/2025