Personal Assistant

This role requires multitasking across a range of responsibilities, including but not limited to acting as the point of contact for all general administrative duties and providing support for general management. Job Summary:  Organize and manage the General Managers’ calendar, appointments, meetings (internal and external), and conferences to ensure arrangements and activities are as planned. Support and facilitate the completion of regular reports and presentations. Prepare for meetings, write meeting minutes, drafting memos, and preparing communication and follow up with the respective stakeholders on their deliverables. Provide travel support including booking of air tickets, business trips expenditure claims, maintain travel records, preparing itineraries and managing meeting schedules & appointments for overseas trips.  Organize, arrange and track personal travel arrangements (including family members): transportation, flights, visa arrangements, hotel bookings, etc. Co-ordinate with overseas affiliated companies on General Manager’s appointments, schedule, and overseas business trips. Logistics support for meetings, conference calls & events, including but not limited to tracking of participants’ attendance, booking of rooms, TV conference connection and printing of materials. Handle selected visiting guests’ needs when in Malaysia. Help and support with the coordination of events. Including but not limited to providing food service management and overall event support comprising of sourcing of external function space/ in- house catering/ restaurant booking, corporate gifts, etc.     Process outgoing and incoming mail, e.g.: arranging of parcels/ documents for national/international shipping (e.g.: DHL) & regular clearing of mails. Maintain a record of expiration dates for passports, visas, driver’s licenses, car insurance and any other documents that require renewal with a specific appointment and date. This includes tracking deadlines, setting reminders, and ensuring all necessary renewals are completed on time to avoid any disruptions or penalties. Perform other administrative duties and ad-hoc tasks / projects as and when assigned. Maintain professionalism and strict confidentiality with all materials. Be able to work under pressure.