Personal Assistant/Executive Assistant to the Irish Ambassador to Malaysia - Fast Hire

The Embassy of Ireland is seeking to recruit a resourceful, proactive and flexible individual with previous experience in a similar environment to fill the position of Personal Assistant/Executive Assistant to the Ambassador.

Position Personal Assistant/Executive Assistant (Full time 40 hours a week)

Location Embassy of Ireland, Kuala Lumpur, South Block, 5th Floor, the Amp Walk, 218 Jalan Ampang

Salary MYR 57,095.00 

Pension Benefit from a Non-Contributory Pension Scheme (Terms and Conditions apply)

Paid Annual Leave 21 days paid per annum

Employer Insurance EPF / SOCSO Contribution

Access to Learning & Development Yes

Deadline for Application 8th May at 12 Noon

Roles and Responsibilities:

• Managing and co-ordinating the Ambassador’s office and diary; 
• Maintaining an excellent network of contacts across embassies, ministries, parliament, regions, civil society organisations etc.; 
• Arranging travel and protocol matters for diplomatic staff;
• Managing invitations & logistics for Embassy events (including receiving guests/visitors at Embassy, residence and external Embassy events); 
• Arrangements and logistical support for official visits from Ireland (including arranging bilateral meetings, local transportation, accommodation, etc.);
• Assisting in all aspects of planning and implementation of Embassy events;
• Monitoring and responding to mails and calls;
• Liaison with service providers for Ambassador’s residence as appropriate;
• Providing informal translation;
• Records and Inventory Management;
• Maintaining a contact database; 
• Cross skilling on other Embassy tasks around accounts, visa processing, consular assistance, support and services as required, for holiday/sickness cover and surge support;
• Other duties as required from time to time and directed by the Head of Mission. 

Essential Requirements candidate must be able to demonstrate: 

• Candidate must have at least 5 years previous professional experience in the same or a similar field;
• The candidate must demonstrate, using work based examples, excellent interpersonal skills, ability to persuade, to work in a team and independently, and to deal effectively with stakeholders;
• The candidate must provide evidence of flexibility, efficiency and effectiveness showing strong organizational skills, initiative, attention to detail, ability to work under pressure and to prioritise and manage multiple tasks;
• The candidate should provide examples of being solutions-oriented, and committed to delivering results, including by adapting approach if necessary;
• The candidate must be fully bilingual in English and Bahasa Malayu, with Mandarin as an advantage;
• The candidate must demonstrate using examples their working knowledge Microsoft Office Suite (Outlook, Word, Excel);
• All applicants must have a permanent legal right to reside and work in Malaysia.
• Previous experience in a diplomatic mission or comparable international setting

Desirable Skills and Experience:

• A good understanding of Ireland and the role of the Department of Foreign Affairs and the Embassy;
• A degree in a related discipline.

Terms and conditions of employment:

• The successful candidate will be hired on a fixed-term contractual basis and will be based at the Embassy of Ireland, Kuala Lumpur;
• Monday to Friday, 40 hours per week, with standard office hours from 9am to 5pm;
• Annual Leave entitlement 21 days per annum;
• The salary for the position is MYR 57,095.00 per annum (inclusive of 13th month), paid locally on a monthly basis; Salaries are paid direct to a bank account; therefore, the successful candidate must have a bank account;

Flexibility is expected as and when required to facilitate Ambassador’s diary, events, visits and exceptionally demanding consular assistance cases.