Personal Assistant Administrative Executive

2 days ago

Setia Alam, Malaysia Alpha Galaxy Group Full time

**Key Responsibilities**
- Good inter-personal and communication skills
- Strong command of English and Bahasa Malaysia, verbal and written
- Prepare meeting agendas, take minutes, and distribute them to relevant parties.
- Prepare and edit reports, presentations, and documents for internal and external distribution.
- Maintain accurate records and files, ensuring confidentiality of sensitive information.
- Act as a liaison between the Director and various stakeholders, including distributors, clients, and internal teams.
- Attend to the Director’s personal matters.
- Perform any other duties as assigned to support the Director and the company.
- Compose and prepare letters, memorandum, or documents relating to routine correspondence for the COO’s signature and execution..
- Liaise with public authorities or related authorities on matters requiring the attention of the management with regards to the company’s assets and discussing with company’s internal departments for resolution.
- Work closely with various departments such as legal, finance, and project management to ensure contracts align with corporate goals and comply with the country’s laws and regulations.
- Ensure to follow up with all agents/ clients regarding availability of space and perform all necessary marketing and advertising duties for closing of new tenancies.
- Attend meeting and taking notes of discussions; prepare minutes of meeting and summaries.
- Improvise all filing systems, ensuring all paperwork, correspondences, agreements are filed in a systematic and organized manner for ease of follow ups.
- Act as the primary point of contact for any disputes or discrepancies arising from contracts and work towards resolution in a manner that protects the company’s interest. This will be assisted by the related departments as well.
- Ability to prioritise, meet deadlines and manage the conflicting demands of a busy workload
- Ability to work long hours and occasionally out of office hours
- Complete discretion and an understanding of the need for confidentiality

**Qualifications**
- Diploma or Degree in Business Administration, Management, or related field.
- At least 5 years’ of working experience in a similar role supporting top-level executives.
- Familiarity with manufacturing processes related is a plus.
- Excellent written and verbal communication skills in English. Knowledge of other languages may be advantageous.
- Strong organizational and multitasking abilities, with attention to detail.
- Ability to handle sensitive information with discretion and maintain a high level of confidentiality.
- Ability to adapt to a fast-paced environment and handle unexpected situations with poise and professionalism.
- Strong problem-solving skills and the ability to think critically.
- Willingness to work outside regular hours and travel as needed.

**Job Type**: Contract

Pay: RM3,500.00 - RM5,000.00 per month

Schedule:

- Holidays
- Monday to Friday
- Weekend jobs

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