Executive Secretary / Personal Assistant – SUBANG JAYA, SELANGOR
The Executive Secretary / Personal Assistant to Director plays a pivotal role in providing comprehensive administrative support to the director of the designated department. This position involves managing a diverse range of tasks to facilitate the efficient functioning of the director’s daily responsibilities and contribute to the overall success of the department.
1. Scheduling and Calendar Management:
• Manage and organize the executive’s calendar, including scheduling appointments, meetings, and events.
• Coordinate travel arrangements, including booking flights, hotels, and transportation.
• Schedule, prepare agendas, take meeting minutes, and coordinate follow-up actions for various meetings attended by the Director.
• Assist the Director in managing their to-do list, helping to prioritize tasks and ensuring important deadlines are met.
2. Communication and Correspondence:
• Handle phone calls, emails, and other forms of communication on behalf of the executive.
• Maintain an organized filing system for both digital and physical documents, ensuring easy retrieval of information.
• Draft and proofread emails, memos, and other documents.
3. Administrative Support:
• Organize and maintain files, documents, and records, both physical and digital.
• Prepare presentations, reports, and spreadsheets.
• Handle basic bookkeeping tasks and expense tracking.
4. Task and Project Management:
• Assist with planning and executing projects, ensuring deadlines are met.
• Prioritize tasks and manage to-do lists to ensure efficient workflow.
5. Client and Stakeholder Interaction:
• Interact with clients, partners, and stakeholders on behalf of the executive.
• Maintain positive relationships and handle inquiries or requests.
6. Event Planning and Coordination:
• Plan, organize, and coordinate company events, meetings, and conferences.
• Arrange logistics, catering, and other event-related details.
7. Personal Support:
• Assist with personal tasks such as making reservations, shopping, and managing household matters.
• Coordinate personal appointments and commitments.
8. Content Creation:
• Produce high-quality written content, on behalf for Director’s social media.
• Ensure all content is engaging, accurate, and aligned with the Director’s requirement.
9. Confidentiality and Discretion:
• Handle sensitive information and maintain a high level of confidentiality.
10. Ad Hoc Support:
• Provide support for any other tasks or projects as needed by the Director.
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