Executive Assistant cum HR Executive

Job Description :

Personal Assistant to Managing Director :

1. Manage calendar, including scheduling meetings, appointments, and travel arrangements. The tasks may include personal appointments and meetings within office hours.
2. Draft correspondence, edit reports and presentations, and other documents as required.
3. Where necessary, manage smoothly on coordination with stakeholders including clients, contractors, suppliers, and team managers and members.
4. Manage proper filing organization for easy of retrieval at any time.
5. Handle confidential information with discretion including having access to high level emails. Where necessary, ensure timely responses and follow-ups.
6. Assist to track project progress, deadlines, and deliverables, and ensure the Managing Director is kept informed of any updates.
7. Take minutes and following up on action items.

Human Resources :

Holding the role of HR Executive and working closely with Finance & HR Admin Manager in all confidential matters, among others :

1. Monitor and report and non-compliance of HR Policies to Manager for further decision/solution actions.
2. Manage confidential payroll process from preparation work such as overtime checking, daily attendance and leave checking and HR claims checking to be entered into payroll system on a timely basis. Ensure all statutory requirements are adhered to according to the legislation. Manage the HR system with vendor where necessary.
3. Manage HR confidential correspondences such as preparation of HR Announcement, Offer Letter, Confirmation/Non-Confirmation Letter, Transfer Letter, Increment and Promotion Letter, Acceptance of Resignation Letter or Redesignation Letter.
4. Manage HR confidential processes such as Staff Performance Review arrangement for probationers and annual evaluation exercise, Learning Management process such as arrangement of training programs under HRDC.
5. Manage other confidential related processes such as Staff Hiring & Departure processes from Recruitment, Onboarding to Offboarding tasks which include issuance of letters, orientation on policies, issuances/returning of assets or other working tools.
6. Look into other HR processes such as Staff Discipline and Grievances and escalate to Manager where necessary..
7. Manage staff confidential Personal files.
8. Together with Finance & HR Admin Manager, plan and arrange for Staff Engagement activities for harmonious work environment.
9. Other confidential HR functions from time to time.

Office Admin Management :

1. Oversee the smooth running of the Head Office within available budget, including ordering supplies, managing office equipment, and coordinating with IT support. Site admin staff indirectly reports to this jobholder, where site office purchases approval are concern.
2. Oversee organization of office events or staff gathering.

Requirement :

Academic Level :

At least Diploma in Executive Secretarial. Business Administration, Management, or a related field is preferred.

Knowledge & Job specific Skills :

1. Minimum of 5 years of experience as a Personal Assistant or Executive Assistant to Managing Director/CEO, preferably in the construction industry
2. Knowledge in secretarial work, human resources and admin functions are essential. Able to use these knowledge to work with discretion, sense of urgency and confidential in handling sensitive information.
3. Strong organizational, follow-up and time management skills
4. Strong interpersonal and communication (verbal and written)
5. Ability to multitask and prioritize effectively in a fast-paced environment.
6. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
7. Language required : English, Mandarin, Bahasa Malaysia

Personal Traits :

1. Professional, diplomatic and mature in managing confidential matters
2. Assertive in solving issues and looking for alternatives
3. Well-developed interpersonal and influencing communication
4. Natural perfectionist and self-driven in work excellence
5. Comfortable in managing relationships with multiple stakeholders
6. Smart and likes to work with technology