Company Secretary

Personal Assistant (WFH)

Role Overview:

The Personal Assistant will play a critical role in ensuring the efficiency and effectiveness of the COO/Head of Sales by managing their schedules, coordinating travel, preparing for client meetings, and handling various administrative tasks. Additionally, the PA will assist with personal responsibilities.

 

Goal:

Allow the Head of Sales to focus on what matters- focusing on clients, new and current to help the company grow by taking the administrative and repeatable work off her desk, owning the work, making decisions, and improving the way they work.

 

Key Responsibilities:

– Professional Responsibilities:

1. Diary Management:

  • Manage and maintain the calendar, ensuring optimal time management, finding and booking restaurants / coffee shops. Sending reminders.
  • Schedule and coordinate meetings, appointments, and events.

2. Travel Arrangements:

  • Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries.

3. Meeting Preparation:

  • Prepare agendas, documents, and presentations for client meetings.
  • Ensure COO is well-prepared for meetings by providing necessary information and materials.

4. Task Management:

  • Assist COO in prioritizing and completing actions / activities (to do list) and is ahead of the game.
  • Proactively follow up on outstanding tasks and deadlines.

5. Data Management:

  • Collect, organize, and present data for board packs and other reports.
  • Handle confidential and sensitive information with discretion.

 

– Personal Responsibilities:

1. Personal Accounts:

  • Help with personal financial tasks, basic accounting (costs relating to property).

2. Personal Reminders:

  • Manage reminders for birthdays, anniversaries, and other personal events.
  • Diary management.

3. Travel Arrangements:

  • Booking flights, car hire etc.

 

Qualifications:

  1. Proven experience as a Personal Assistant, Executive Assistant, or similar role.
  2. Excellent organizational and time management skills.
  3. Strong verbal and written communication skills.
  4. Proficiency in Google Suite and Outlook.
  5. Ability to handle confidential information with integrity and discretion.
  6. High level of attention to detail and accuracy.
  7. Ability to multitask and prioritize effectively in a fast-paced environment.
  8. Proactive, resourceful, and able to work independently.
  9. Marketing or Sales experience would be helpful.

 

Desirable Skills:

  1. Experience in a high-growth or fast-paced company.
  2. Familiarity with travel booking.
  3. Basic understanding of accounting / excel.
  4. Very tech savvy (our client is a tech enabled company)
  5. Striving for continuous improvement to make the assistants, company’s and COO’s life easier!
  6. Experience working in LinkedIn.

 

Personal Attributes:

  1. Professional and approachable demeanor.
  2. Strong problem-solving skills.
  3. Flexibility and adaptability to changing priorities.
  4. A positive attitude and a willingness to go the extra mile.
  5. Confident.

 

Benefits:

  1. Competitive salary.
  2. Health and wellness benefits.
  3. Opportunities for professional development and growth.
  4. A dynamic and supportive work environment.

 

About our client:

We are a high-growth law company focused on delivering exceptional value to our clients. Our team is passionate, dedicated, and driven to succeed. We are looking for a highly organized and proactive Personal Assistant to support our COO and Head of Sales in both professional and personal capacities.

Job Category: Personal Assistant
Job Type: Full Time Permanent
Job Location: Kuala Lumpur
Job Industry: Law practice

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