Personal Assistant

Personal Assistant provides administrative and secretarial support to senior management, ensuring schedules, correspondence, documentation and day-to-day office matters are managed efficiently, professionally and with the appropriate level of discretion.

·         Provide administrative and secretarial support to senior management, acting as a reliable point of contact for day-to-day administrative needs.

·         Manage and coordinate schedules, appointments and meetings for senior management, avoiding scheduling conflicts and prioritizing time-sensitive commitments.

·         Arrange basic travel arrangements, including transport, accommodation and itineraries, for senior management as required.

·         Prepare, format and organize documents, reports, presentations and correspondence on behalf of management.

·         Take minutes or notes during meetings when required, and follow up on action items arising from them.

·         Handle incoming phone calls, emails and other communications on behalf of management, responding or redirecting as appropriate.

·         Screen and prioritize correspondence, flagging urgent matters for management's prompt attention.

·         Maintain organized office records and filing systems, both physical and digital, ensuring documents are properly labelled and easily retrievable.

·         Ensure proper document version control and confidentiality of sensitive files and records.

·         Assist in basic procurement activities, including preparing purchase requests and obtaining quotations.

·         Liaise with suppliers and vendors on delivery schedules, invoices and follow-ups as needed.

·         Follow up on outstanding tasks, deadlines and instructions given by management, providing regular status updates.

·         Coordinate with other departments and site personnel on behalf of management to facilitate smooth information flow.

·         Maintain and update contact lists and databases for management's business network.

·         Assist with basic event and meeting logistics, such as venue booking, refreshments and materials, when required.

·         Perform general administrative duties and ad-hoc tasks as required by management.

·         Perform any other duties as assigned by the superior and/or the management.

JOB SPECIFICATION AND REQUIREMENTS

1.    ACADEMIC QUALIFICATION

·         Diploma or relevant certification in Administration or a related field is an advantage.

2.    PROFESSIONAL CERTIFICATION/OTHER RELEVANT CERTIFICATION

·         No specific professional certification required; relevant administrative/secretarial certification an added advantage.

3.    WORKING EXPERIENCES

·         Minimum 3 years' experience as a Personal Assistant, Administrative Assistant or in a similar role.

·         Prior experience in an administrative or assistant role, especially within the construction industry, is preferred but not mandatory.

4.    KEY COMPETENCIES (The incumbent must demonstrate the following skills and abilities)

·         Strong organizational and multitasking skills, with the ability to prioritize tasks and work independently.

·         Good written and verbal communication skills.

·         Basic proficiency in Microsoft Office Suite (Word, Excel, Outlook).

·         High level of professionalism and discretion in handling confidential matters.

·         Proactive, well-organized and able to follow up on tasks and deadlines with minimal supervision.