Personal Assistant to Director

2 days ago

Shah Alam, Selangor, Malaysia CBH ENGINEERING HOLDING BERHAD Full time 40,000 - 60,000 per year

Personal Assistant (PA)
is expected to provide administrative support to the Director of a dynamic Mechanical and Electrical (M&E) Engineering company. The PA will act as the primary point of contact between the Director and internal/external stakeholders, ensuring smooth operations in a fast-paced, technical environment. The ideal candidate will be a multitasker, able to manage multiple projects, prioritize responsibilities, and maintain a high level of professionalism at all times.

Executive Support:

Manage and coordinate the Director's calendar, including scheduling appointments, meetings, and travel arrangements.

Prepare and organize meeting agendas, materials, and documents; take minutes during meetings and follow up on action points.

Draft, proofread, and edit correspondence, reports, and presentations on behalf of the Director.

Screen phone calls, emails, and other communications and redirect as necessary.

Provide timely reminders and updates on meetings, deadlines, and follow-ups

Office Management:

Oversee day-to-day office operations, ensuring an efficient and well-organized work environment.

Handle incoming mail, documents, and packages, ensuring proper filing and distribution.

Maintain and update the Director's filing system, both digital and physical.

Track and manage office supplies and equipment.

Travel and Logistics:

Plan and book travel itineraries, including transportation, accommodation, and any other arrangements related to the Director's trips.

Create travel expense reports and manage budget approvals related to business travel.

Confidentiality and Discretion:

Handle sensitive and confidential information with the utmost discretion and professionalism.

Assist in the preparation of confidential documents, ensuring proper filing and security.

General Administration:

Perform other ad-hoc administrative duties as required to support the Director and senior management.

Maintain and update contact lists, office calendars, and task management systems.

Education & Experience (Basic requirement for this position)

Education:
Bachelor's degree or equivalent work experience in Business Administration, Engineering, or a related field.

Experience:
Minimum of 3-5 years of experience as a Personal Assistant, Executive Assistant, or Administrative Assistant in a similar industry or engineering environment.

Technical Proficiency:
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software (e.g., Trello, Asana, Microsoft Project) is preferred.

Communication Skills:
Exceptional verbal and written communication skills with the ability to liaise effectively with all levels of staff, clients, and stakeholders.

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