Personal Assistant to the CEO

Job Highlights

• A very important role for the organisation.

Job Description

• Candidate must possess at least Diploma/Advanced/Higher/Graduate Diploma in Secretarial or equivalent.
• Required language(s): Bahasa Malaysia, English
• Any other languages writing and communication skills will be good
• Fresh graduates may be considered.
• Preferably Junior Executive specialized in Secretarial/Executive & Personal Assistant or equivalent.
• able to take Meeting Minutes
• Problem solving skills
• Able to type at least 35 words per minutes
• Able to use Microsoft Office competently
• Good judgement skills

Responsibilities

Meeting Minutes

1. To ensure the format of Meeting Minutes is effective and efficient for capturing key points from all kinds of meetings.
2. Attend all the conference calls with customers and meetings the CEO attends to or needs to attend but is not able to.
3. Understand and capture all the key points inside an effective Meeting Minutes accurately and share it timely with all relevant parties.
4. If unable to attend, it will be your responsibility to ensure there is a replacement who is capable of doing the same.
5. To ensure all invitations for any meetings mentioned above are sent out before the meeting, preferably at least 7 days before it.
6. To ensure the CEO is aware of the schedule for all the meetings and assist him or her to attend as many as possible without being late.
7. To keep CEO updated with all the action items from all the meetings stated in point 2 if the CEO was not able to attend any of the meetings.
8. To follow up on all the action items with relevant parties and assist the CEO in closing them as soon as possible.

Manage Potential and Existing Customers’ Expectations

1. To have a list of all potential and existing customers’ requests and update the CEO daily on the progress of all the items.
2. To work with relevant departments, individual, suppliers and or government agencies to accomplish tasks required by customers.
3. To manage all customers’ expectations professionally without any complaints from them.

Manage CEO’s day to day schedule and all travel arrangements

1. To assist the CEO in making the daily schedule with zero conflict, with daily reminders and helping to keep to schedule.
2. When it is required also adjusting the schedule professionally when needs arise.
3. To assist the CEO in planning the overseas travel and ensure all the arrangements required will be done accurately and timely.

Personal Assistant

1. To assist the CEO in all general tasks so that the CEO can spend more time focusing on tasks that only the CEO can perform.
2. To share with the CEO any challenges faced in executing all the above mentioned.