Personal Assistant cum Operations Coordinator

1. CEO Support & Secretarial

• Manage the CEO's daily calendar, including scheduling, appointments and travel arrangements
• Prepare presentation materials, reports, proposals and meeting minutes as required
• Maintain strict confidentiality and handle all sensitive information with the highest level of professionalism
• Liaise with internal departments and external stakeholders on behalf of the CEO to ensure smooth communication and timely follow-ups
• Assist the CEO in any ad-hoc tasks, projects or personal matters as directed

2. Task Tracking & HOD Coordination

• Act as the central coordinator between the CEO and all Heads of Department (HODs)
• Track all tasks and directives issued by the CEO to respective HODs — maintaining a clear and updated Work-In-Progress (WIP) tracker
• Follow up proactively with HODs on outstanding tasks, deadlines and deliverables to ensure CEO directives are executed on time
• Prepare and circulate meeting minutes for all management-level meetings, ensuring action items are clearly documented and followed up
• Coordinate with departments on company events, management retreats, internal briefings and seminars — handling logistics, invitations and scheduling

3. Operations Coordination

• Coordinate procurement of major office and outlet assets (e.g., CCTV systems, IT equipment, or other items requested by management)
• Handle postage and courier matters, ensuring timely dispatch and tracking of documents for management
• Manage all company vehicles under the management office, including PUSPAKOM inspections, bank release letters and vehicle transfers within the group
• Liaise with Finance and Admin teams on quotations, purchase orders and vendor coordination as directed by the CEO
• Maintain proper records of management-related purchases, vehicle documents and service vendors.