Job Description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support. This role will be instrumental in ensuring smooth daily operations and allowing the boss to focus on strategic initiatives. The ideal candidate will be a resourceful problem-solver with excellent communication skills and a strong ability to anticipate needs.

Job Responsibilities:

• Calendar Management: Manage and coordinate calendars, including scheduling meetings, appointments, and travel arrangements. Proactively anticipate potential conflicts and prioritize effectively.
• Communication Management: Handle incoming and outgoing correspondence (email, phone, mail), drafting responses, and managing communication with internal and external stakeholders. Act as a point of contact.
• Meeting Preparation: Prepare meeting agendas, presentations, and materials. Take accurate meeting minutes and follow up on action items.
• Project Management Support: Assist with project coordination, tracking deadlines, and managing documents.
• Office Management: Oversee general office operations, including ordering supplies, managing vendor relationships, and ensuring a well-maintained and organized workspace. 
• Research and Information Gathering: Conduct research on various topics, compile data, and prepare reports.
• Confidentiality: Maintain strict confidentiality regarding sensitive information.

Job Requirements

• Bachelor's degree preferred, or equivalent experience.
• Proficiency in ENGLISH, MALAY and CHINESE speaking and writing.
• Must have own transport and willing to travel around.
• No experience can apply too as long as you are good in coordinating and problem solving. Any experience as an Executive Assistant is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Slides).
• Experience with project management tools is a plus.
• Excellent written and verbal communication skills.
• Ability to communicate effectively with individuals at all levels.
• Exceptional organizational and time-management skills.
• Ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously. 
• Strong problem-solving abilities and a proactive approach. 
• Ability to anticipate needs and find solutions independently.
• Meticulous attention to detail and accuracy.
• Strong interpersonal skills and a professional demeanor.
• Ability to build rapport with stakeholders.
• High level of discretion and ability to maintain confidentiality.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Experience in IT industry will be a plus too.

Skills