Personal Assistant

2 days ago

Puchong, Malaysia PeopleX HR Tech Sdn Bhd Full time

**1. Calendar & Meeting Management**
- **Manage calendars for Executive Director and President with 100% scheduling accuracy.**
- **Respond to meeting requests within 24 hours; resolve conflicts within 48 hours.**
- **Minimize downtime between appointments.**
- **Send meeting agendas/documents at least 1 hour before meetings.**
- **Arrange meetings (internal and external), prepare agendas, and coordinate logistics.**
- **Respond to phone calls and WhatsApp via MPS landline and mobile.**
- **Track all correspondence in the MPS Customer Tracking Google Sheet.**

**3. Google Workspace & Drive Management**
- **Maintain and organize Admin and CPD G-Drives for correspondence and data tracking.**
- **Edit file/folder sharing permissions as needed.**
- **Ensure data confidentiality and security.**
- **Maintain ID-password databases.**

**4. Database Management**
- **Maintain MPS Database for Council, Chapters, Committees, SIG, etc.**
- **Update with latest contacts, designations, appointment letters, CVs, name cards, and onboarding status.**
- **Keep international society/association appointments up to date.**

**5. Training & CPD Coordination**
- **Schedule and complete at least 1 training per quarter.**
- **Update CPD calendars, picklists, and websites.**
- **Request invoice/receipt from Finance as needed.**
- **Maintain CPD G-Drive and ensure all data is organized and secure.**
- **Check mailbox daily for CPD/IB matters.**

**6. I-Bulletin Management**
- **Draft and publish I-Bulletin via Brevo platform.**
- **Track payments and IB blast updates in Google Sheets.**
- **Complete IB-related tasks within 2 working days (Thursday/Friday)**

**7. Agreements & Legal Coordination**
- **Track agreement expiry and ensure renewal at least 1 month in advance.**
- **Review 90% of new agreements within 3-5 days.**
- **Maintain and update standard templates with no error.**

**8. Admin & General Support**
- **Issue and track reference numbers for official letters.**
- **Draft various documents including letters, certificates, quotations, and invitations.**
- **Handle printing, scanning, and photocopying tasks.**
- **Deliver and stamp physical letters as needed.**
- **Manage courier logistics within 2 working days**

**9. Event & Committee Coordination**
- **Update Calendar of Events (COE).**
- **Support committee activities for NPC 2025, Grants & Awards, etc.**
- **Arrange meetings, manage correspondence, and prepare agendas.**

**10. International Liaison**
- **Maintain communications with FIP, CPA, FAPA, RPS, etc.**
- **Update international records and provide quarterly/AGM reports.**

**11. Corporate Branding**
- **Lead rebranding projects, coordinate with vendors, and manage timelines.**
- **Arrange and facilitate meetings, track progress, and compile comparison tables.**
- **Submit quarterly and AGM reports.**

**12. Special Projects**
- **Support initiatives like handling medicine for Gaza.**
- **Provide administrative support as assigned by the Executive Director.**

**Job Type**: Permanent

Pay: RM4,000.00 - RM6,000.00 per month

Application Question(s):

- 5 years of experience as a Personal Assistant, Executive Assistant, or similar role supporting C-level executives.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

Work Location: In person

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