JobHouse Ads Published on: 05/03/2015 | Closing date: 31/08/2015

Personal Assistant

Kepong, W.P. Kuala Lumpur


  •  Responsible for running the Executive Chairman’s daily routine, working closely with him by providing full administrative support in both business and personal matters
  • Responsible for ensuring the smooth and effective day-to-day management of the chairman’s appointment schedule, calendar, correspondence  and administration
  • Compose correspondence and edits drafts and final copies of correspondence reports, etc., prepared for the Chairman’s signature
  • Draw up documents, presentations and take directions from the chairman’s  and transcribe them into a final form
  • Coordinate operations of Chairman’s office including reception, document preparation & control internal communications, general office maintenance
  • Manage and arrange Chairman’s domestic and international business travel and accommodation arrangements as when required
  • Act as the first point of contact for all callers to the Chairman’s office,  judge the priority of calls and filter these calls sensitively and tactfully
  • Coordinate with Senior Management and interact with other offices, follow-up on requests and organize calls supporting all admin tasks
  • Represent the Chairman/Directors at meetings and conferences and in networks with various  agencies, groups and organizations internally and externally as when required
  • Manage Chairman’s diary for internal and external meetings including booking venues and liaise with all level of people both inside and outside of the company
  • Manage and maintain the chairman’s email account, filter emails, highlight urgent correspondence and print attachments
  • Filter general information, queries and invitations to the Chairman’s/Director’s and ensure accurate and timely messages are relayed and responded appropriately
  • Ensure guests meeting with the Chairman/Directors are well taken care of including food, accommodation, transport arrangements, etc.
  • Responsible for scheduling meetings, venue planning/booking, sending out meeting notifications, drawing up the agendas, preparation and circulation of minutes and relevant papers, taking minutes at meetings as required and following up on actions as required
  • Represent the  Management  for all public relation matters of the Company 
  •  Assist in local and International pet import/export services
  • Work closely with client, internal staffs and external parties to ensure smooth operations of pet import/export services
  • Handle local and international pet import/export service paper works, quarantine laws, flight bookings, customs clearance, etc.
  • Communicate with clients about our services, freight agents to make  travel arrangements  and ensure to provide the best animal care and transportation
  • Research and gather international requirements including the countries specific government regulations, import/export laws and airline routing, etc.
  • Coordinate with clients, freight agents and internal staffs to put together travel timelines for clients’ pets
  • Maintain contact with clients prior to their move to answer questions, review vet documents, and schedule pickup and delivery times for client’s pet
  • Update clients on the status of their pet relocation, including flight departures, arrivals, delays, and other important information pet import/export procedures
  • Request and arrange drivers schedule in advance for inbound and outbound of pets 
  • Serve as secretary to the Board including attending board meetings, maintaining minutes, committee lists and other  records
  • Assist committee with preparation of reports, gathering information when required
  • Take, circulate and maintain minutes of foundations meetings and ensure follow-up on issues discussed in the meeting
  • Assist the foundation members on events, programs and  activities  involving the Chairman
  • Communicates directly and on behalf of the Chairman with Board members, donors, volunteers and others on matters related  to the foundation’s activities


Job Requirements

  • Looking for Senior Executive
  • Bachelor’s Degree in Secretarial, PR, Business Studies, Administration or Management or its equivalent.
  • At least 5 - 7 year(s) of working experience in the related field is required for this position
  • Competent in Microsoft Office applications including Outlook
  • Excellent interpersonal and communication skills, written and verbal
  • Matured, self-motivated and possess a pleasant personality
  • Able to multi task and committed with a strong sense of urgency.
  • Must maintain strict confidentiality in performing duties, honest and trustworthy

 Knowledge, Experience & Skills

  •  Experience in information and communication management
  • Experience of audio-typing/knowledge of shorthand
  • High level of proficiency in english both written and oral skills, organize / co-ordinate meetings and diaries management
  • Good attention to detail, excellent planning and organizing skills
  • Ability to work under pressure and meet deadlines
  • Ability to act on own initiative and work with minimum supervision and guidance 

Selection Criteria

  • Possess secretarial qualification or relevant experience
  • Minimum of 5 years PA/secretarial experience at a senior level
  • Shorthand and excellent typing skills with good computer literacy speed and accuracy
  • Flexible and mature approach with ability to work unsupervised
  • Able to travel and work outside of normal office hours


  • Benefit : EPF, SOCSO provided

Minimum salary offered from RM3K