Executive Assistant cum Admin Executive - Career Growth Potential

Main Duties and Responsibilities

You are expected to provide effective and quality administrative and secretarial assistance to conduct business meetings, events and educational programmes organised by the client society, which include and not limited to, the following:

Executive Support to Managing Director (50%)

• Directly support the Managing Director as the go-to person for all needs, including daily administration, calendar management, travel schedules, project coordination, delivering presentations, answering calls, replying to emails, etc.
• Provide daily updates to the Managing Director  on a brief overview of upcoming meetings and priorities for the week
• Conserves the Managing Director’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analysing information, and initiating telecommunications.
• Coordinates projects by capturing timelines and strategies and delivering progress updates
• Prepares meeting rooms (both physical and virtual) for appointments, coordinates schedules, and greets customers and clients prior to interviews/meetings.
• Keeps, prepares, and distributes minutes of meetings.
• Develop and maintain seamless databases and file management for team use and ensure proper organization and filing system in place, utilizing cloud spaces whenever possible
• Provide support to the Managing Director on tasks not limited to project and/or event management, and assist in tracking team progress and project milestones.
• Manage the company’s yearly event calendar and assist in managing the team’s training and team building registration and other related matters.

General Administration (50%)

• Provide administrative support, including—but not limited to—replying to email enquiries, keeping track of the company and its clients' accounts/bookkeeping, payment processing, payrolls, bank errands, etc, and such other functions and duties as determined from time to time by the Managing Director and/or clients, to be within the capacity and competence, and mutually agreed upon
• Maintain clients’ membership database, ensuring membership details and fees were up-to-date with maximum compliance to privacy and confidentiality including its data entry and analysis from time to time, as well as answering related queries accordingly
• Organise and coordinate the logistical aspects and prepare the required reports of the business meetings and with industrial partners meetings as and when requested
• Maintain digital media archives including photos and videos of the Society
• Assist in the creation of digital, video, audio, and print content, as and when required by the Society
• Assist in keeping the client Society’s website(s) up-to-date with latest programmes and relevant information
• Manage the exhibition booth allocated to client Society at industry events, and conferences when requested 
• Develop and carry out an efficient documentation and filing system for both paper and electronic records.
• Manage the process of collecting signatures for client Society, completing necessary documents, and submitting them to the bank for payment processing.
• Ensure 100% adherence to controls (incl. recording, approvals, and budget management)
• Troubleshoot any issues and deviations, and escalate complex issues to the Managing Director for immediate resolutions
• Handle requests, feedback, and queries quickly and professionally

Qualifications:

• Proven work experience as a Personal Assistant (minimum 2 years experience, fresh graduates are welcome to apply)
• Knowledge of office management systems and procedures
• Detail-oriented with a proactive approach to problem-solving.
• Outstanding organizational and time management skills
• Up-to-date with the latest office gadgets and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communication skills
• Discretion and confidentiality
• MS Office and English proficiency
• PA diploma or certification would be considered an advantage
• Comfortable with irregular work hours, including weekends and public holidays
• Willingness to travel when required, during weekends or public holidays
• Being able to start immediately will be an advantage

Working Hour: 

Monday to Friday from 9:00am to 6:00pm with a one-hour lunch break

(Flexible working hours: work from the office at least once a week and/or to be present in office when the Managing Director is in the office)

• Medical Reimbursements
• EPF, SOCSO and EIS
• Birthday Leave
• Professional Development allowances