Personal Assistant to Director

About our client:

Our client is a leading law firm of advocates and solicitors in Malaysia, its office located at Petaling Jaya.

Key Responsibilities:

Your responsibilities and areas of focus will include, but are not limited to, the following:

Administrative Support:

• Manage and organise the Consultant’s calendar, including scheduling appointments and meetings;
• Handle correspondence including emails, phone calls, and mail, ensuring timely responses;
• Support the Consultant in arbitration matters (both local & international arbitrations) by  preparing invoices and receipts, keeping track of hearing dates and  cancellations file management, etc;
• Organise all domestic and international travel, including booking of flights and accommodation, visa applications and organising transport and itineraries. Ensure seamless coordination and management of events, appearances and engagements attended by the Consultant;
• Liaise with persons in charge in the associations and committees the Consultant is part of (currently Asian Law Association (ALA), Securities Industry Dispute Resolution Center (SIDREC), Advertising Standards Malaysia (ASA) when required;
• Take meeting minutes and transcribe handwritten notes and drafts;
• Maintain a filing system using both Google Drive and hard copy files;
• Assist with ad-hoc tasks when required.

Personal Assistance:

• Assist and provide high level confidential support to the Consultant’s personal & business matters by providing a full secretarial and administrative service;
• Assist and manage personal errands and tasks, including coordinating household services, dealing with personal tax agents, etc;
• Handle petty cash and oversee finances including making payments and maintaining financial records;
• Arrange seasonal gifts for clients and friends;
• Serve as backup PA to the Managing Partner when his Personal Assistant is on leave;
• Act as the point of contact for the Consultant;
• Maintain a high level of confidentiality and discretion.

Events:

• Manage invitations and attendance at events and speaking engagements;
• Coordinate meetings including management of venues, refreshments and coordinating meals and other necessary arrangements.

Requirements:

• 3- 5  years or proven experience as a Personal Assistant, Executive Assistant, or similar role;
• Candidates having experience in the legal industry is an advantage;
• Strong organisational skills with the ability to manage multiple tasks and priorities;
• Excellent communication skills, both written and verbal in English and Bahasa Malaysia;
• Basic accounting skills is another added advantage;
• Proficient in Google Suite (Docs, Sheets and Slides) and Microsoft Office Suite (Word, Excel, PowerPoint);
• Able to work independently and demonstrate initiative;
• Has own transport.

For more information, kindly contact Gina via WhatsApp at 016-6948780 or via email at gina.koh@peoplelake.asia