Executive Assistant

1 week ago

Selangor, Malaysia Innoquest Pathology Sdn Bhd Full time

We are seeking a highly skilled and organized Executive Assistant to provide comprehensive support to our executive team. The Executive Assistant will play a pivotal role in ensuring the smooth functioning of daily operations and enabling our executives to focus on strategic decision-making. The Executive Assistant serves as a key point of contact and liaison between the executive and various stakeholders, both internal and external.

**Key Duties**:

- Proactive Support - Anticipate the executive's needs, priorities, and deadlines, and take necessary actions
- Organizational skills - Ability to multitask and manage competing priorities effectively.
- Communication skillsAbility to effectively communicate and interact with individuals at all levels.
- AdaptabilityFlexibility to adapt to changing priorities, work demands, and evolving business needs.
- Professionalism and DiscretionExemplify a high level of professionalism in all interactions.
- Technology Proficiency - Willingness to learn new software and tools to enhance productivity.

**Additional Expectations**:

- 1. Administrative Support
- Manage the executive's calendar, schedule appointments, and coordinate meetings
- Arrange travel arrangements, accommodations, and itineraries for executives.
- Prepare and edit documents, presentations, and reports as needed.
- Maintain confidential files and records, handling sensitive information and contracts with discretion.
- 2. Meeting Coordination:
- Organize and prepare board paper, meeting materials, agendas, and presentations.
- Attend meetings, record meeting minutes and follow up on action items, ensuring timely completion.

3. Communication and Correspondence:
- Act as a liaison between executives and various internal departments and external stakeholders.
- Draft and proofread business correspondence, memo, reports, and presentations.

4. Confidentiality and Discretion:
- Maintain strict confidentiality in handling sensitive information, documents and business contracts.
- Handle confidential matters with utmost professionalism and discretion.

5. Project Management Support:
- Assist in managing and coordinating special projects, including research and analysis.
- Monitor and report project budgets, making sure they align with approved plans.

6. Data Analysis and Research:
- Conduct research on specific topics and compile relevant information for executive decision-making.

**Requirements**:

- Proven experience as an Executive Assistant or in a similar administrative role.
- Strong organizational and multitasking skills, with an ability to prioritize tasks effectively.
- Proficiency in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Exceptional attention to detail and a high level of accuracy in all work performed.
- Ability to handle confidential information with the utmost discretion and professionalism.
- Demonstrated problem-solving and critical thinking abilities.
- Strong interpersonal skills, with the ability to work collaboratively in a team environment.
- Flexibility to adapt to changing priorities and handle unexpected situations with composure.
- Bachelor's degree in business administration, management, or a related field (preferred).

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