Secretary - Hiring Immediately

Key Responsibilities: 

REPORTING STRUCTURE

Your will be reporting to the Chief of Staff.

NATURE OF WORKS

You will be managing the office of our Managing Director and perform the normal duties of as Secretary and such other works that may be designated to you from time to time.

DUTIES AND RESPONSIBILITIES

Your role and key responsibilities include but are not limited to: -

• Organise and manage Managing Director’s office to function as an independent private office;
• Maintain a well organised filing system especially asset titles, assets purchase agreements, loan documentations, investment documentations, tax documentations, vehicles documentations and insurance policies and more;
• Manage Managing Director’s personal and corporate contact list and calendar online.  Schedule personal and corporate meetings, arrange restaurant bookings and give instructions to bodyguards, maids, gardener and drivers;
• Communicate, written & oral with Managing Director’s local and international business associates, staff of Managing Director’s companies and any persons so requested by Managing Director;
• Assist Managing Director to manage his personal finances, manage loan and hire purchase accounts, manage children’s appointments, their personal accounts and maintain family members personal files;
• Design, plan and source best deal for local and international travels, for business and family travel.  Source for flights, hotels, restaurants, car rental and airport pick up and present comparative pricing for Managing Director’s review. Arrange children school, personal travel and household staff leave flight to home country;
• Work closely with Managing Director’s House Manager to manage and pay domestic staff salaries, household expenses, children school fees and family members allowances;
• Manage functions held by Managing Director at any venue. Duties are to arrange caterer’s, florist, canopy’s and any other supplier’s required. To be at the function to ensure all is running smoothly;
• Taking minutes of meeting for any meetings that the Managing Director is chairing.

Requirements:

• Speak and write good English and adequate Bahasa Melayu;
• Well versed with iPhone, iCloud, Windows, Microsoft Word and basic Microsoft Excel.  To set up Managing Director’s personal virtual meeting;
• Commute to Managing Director’s home to attend meetings;
• You may be required to work on weekends;
• Able to attend to Managing Director’s phone calls during the night or weekends;
• Able to work extra hours to assist Managing Director’s all meetings.