Executive Assistant

The Executive Assistant (EA) provides high-level administrative and operational support to the top management for Volt Auto Malaysia’s operations. This role is responsible for managing schedules, coordinating meetings, preparing reports and presentations, and facilitating effective communication across teams. The EA plays a pivotal role in ensuring operational efficiency, enabling senior management to focus on strategic priorities, and contributing to a productive and well-organized work environment. Success in this role requires strong organizational, communication, and problem-solving skills, as well as the ability to handle confidential information with discretion and professionalism.
Requirements:

Education:

• Minimum Bachelor’s degree or equivalent experience.

Experience:

• Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.

Skills:

• Exceptional organizational and time-management abilities.
• Strong written and verbal communication skills.
• Proficiency in Mandarin is required to communicate with Mandarin speaking stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to handle multiple tasks and prioritize effectively.
• High level of professionalism and discretion.
• Possess a valid class driving license.

Attributes:

• Proactive and self-motivated with a problem-solving mindset.
• Ability to work under pressure and meet tight deadlines.
• Strong attention to detail and accuracy.

Responsibilities:

Calendar Management:

• Coordinate and manage calendar, including scheduling meetings, appointments, and travel.
• Prioritize and organize daily activities, ensuring efficient use of time.

Communication:

• Act as the primary point of contact between the General Manager and internal/external stakeholders.
• Handle and screen phone calls, emails, and correspondence, ensuring prompt and appropriate responses**.**

Meeting Coordination:

• Arrange and prepare materials for meetings, including agendas, presentations, and reports.
• Take minutes during meetings and follow up on action items as required.

Travel Arrangements:

• Organize complex travel itineraries, including flights, accommodation, and transportation.
• Ensure all travel-related documentation and arrangements are completed efficiently.

Administrative Support:

• Prepare and proofread documents, reports, and presentations.
• Manage and maintain filing systems, both electronic and paper-based.

Confidentiality:

• Handle sensitive information with discretion and confidentiality.
• Ensure that all data and records are managed in compliance with company policies.
• Any ad-hoc duties as assigned.