Personal Assistant

23 hours ago

Klang, Selangor, Malaysia FUJIFILM Business Innovation Full time 30,000 - 60,000 per year
Description

Key Responsibilities:

Executive Support:

  • Manage and coordinate the MD's calendar, including scheduling and prioritizing internal and external meetings.
  • Liaise with secretaries and executives at Japan HQ (Japanese proficiency is a must).
  • Arrange and coordinate recurring and ad hoc meetings, ensuring timely follow-ups and agenda preparation.
  • Attend selected meetings and prepare accurate meeting minutes and action item summaries.
  • Support preparation of presentations, including PowerPoint formatting and content polishing (preferred).
  • Assist with drafting speeches and talking points for internal and external engagements (preferred).

Administrative & Office Support:

  • Handle travel planning and arrangements for business trips (flights, hotels, itineraries, visas, etc.).
  • Submit expense claims and reimbursements in a timely and accurate manner.
  • Maintain and update business contact information (e.g., scan and organize name cards).
  • Coordinate restaurant reservations for business and private appointments as required.
  • Organize small-scale internal events (e.g., team happy hours, lunches) within allocated budgets.

Personal Assistance:

  • Provide support for selected personal matters, including hospital appointments, license applications, and other errands.
  • Assist in ordering or purchasing meals, beverages, and snacks upon request.

Qualifications:

  • Japanese language proficiency is a must.
  • Proven experience as a Personal Assistant, Executive Assistant, or similar role supporting senior leadership.
  • Excellent organizational and time management skills with attention to detail.
  • High level of professionalism, discretion, and confidentiality.
  • Strong interpersonal and communication skills (both written and verbal).
  • Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
  • Ability to multitask and work independently under pressure.
  • Previous experience supporting a Japanese executive or familiarity with Japanese business culture.
  • Experience in preparing polished business presentations and speech writing.
  • Comfortable handling both professional and occasional personal assistant tasks.

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