personal assistant to director

2 weeks ago

Johor Bahru, Johor, Malaysia Netherlands Maritime University College Full time 30,000 - 90,000 per year

We are seeking a highly organized and proactive Personal Assistant (PA) to the Director with a strong project management background. This role requires exceptional multitasking abilities, strong communication skills, and the capability to handle both administrative and project-related responsibilities efficiently. The ideal candidate will support the Director in day-to-day operations while also managing and coordinating key projects to ensure timely execution and success. (Project Management Expertise)

Key Responsibilities:

  1. Executive Support:

  2. Provide high-level administrative support to the Director, including managing schedules, appointments, and travel arrangements.

  3. Prepare reports, presentations, and correspondence as required.
  4. Handle confidential documents and maintain strict confidentiality in all matters.
  5. Serve as the primary point of contact between the Director and internal/external stakeholders.

  6. Coordinate meetings, take minutes, and follow up on action points.

  7. Project Management Support:

  8. Assist in planning, coordinating, and executing projects led by the Director.

  9. Track project progress, manage timelines, and ensure deliverables are met.
  10. Liaise with various departments and stakeholders to ensure smooth project execution.
  11. Prepare project documentation, reports, and presentations as needed.

  12. Identify risks and propose solutions to keep projects on track.

  13. Operations & Coordination:

  14. Oversee office operations and ensure efficient workflow within the Director's office.

  15. Manage correspondence, emails, and phone calls on behalf of the Director.
  16. Organize and maintain files, records, and databases for easy retrieval.
  17. Support budgeting and expense tracking related to projects or departmental activities.

Key Requirements:

  1. Qualifications & Experience:

  2. Bachelor's degree in Business Administration, Project Management, or a related field.

  3. 3-5 years of experience as a Personal Assistant, Executive Assistant, or Project Coordinator.

  4. Strong understanding of project management principles, methodologies, and tools.

  5. Skills & Competencies:

  6. Excellent organizational and time-management skills.

  7. Strong communication and interpersonal abilities.
  8. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools (e.g., MS Project).
  9. Ability to handle multiple tasks, work under pressure, and meet deadlines.
  10. Problem-solving skills with a proactive and resourceful mindset.
  11. High level of discretion and professionalism when handling sensitive information

Job Type: Contract

Work Location: In person

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