Executive Assistant

Kuala Lumpur Kuala Lumpur,Kuala Lumpur, Malaysia    |     Other   |   Full-time
Job Reference: 2672 - Posted 18-Feb-2021

Description:

 

The Executive Assistant associates with all levels within the department, co-workers in the OPU office, as well as colleagues from the ROPU Office to coordinate and organize activities. The tasks for Executive Assistant are to provide secretarial and administrative support to the General Manager & Head of Human Pharma, MYSG. The Executive Assistant supports and facilitates activities pertaining to the Department.

 

Responsibilities:

 

STRATEGIC: Responsible for the operative execution of administrative services to the General Manager & Head of Human Pharma, MYSG.

 

DRIVING BUSINESS RESULTS/ PROCESS/ CROSS-FUNCTIONAL COLLABOTATION – ADMINISTRATION EXECUTION:

 

2.1. Responsible for providing secretarial and administrative support to the General Manager & Head of Human Pharma, MYSG which entails:

  • Diary management and scheduling for the Business Head
  • Raise payment requests & expense reimbursements for senior management
  • Manage filing, updating, retrieval & archiving of information & documents, records retention
  • Maintain office supply inventory and order additional supplies as needed.
  • Prepare presentation materials (including graphs, charts, PowerPoint, Excel), statistics, reports and letters for activities pertaining to the department

 

2.2. Responsible for organizing meetings (internal and external), conferences and workshops; and to coordinate travel activities for the General Manager & Head of Human Pharma, MYSG which includes:

  • Arranging and managing the logistics for meetings, trainings, appointments, events & teleconferences.
  • Preparing the agenda & writing/distributing minutes, flight bookings, hotel reservation, ground transportation, meeting registration, meals, refreshments, stationery, collate presentation slides, as needed
  • Budget planning and tracking of expenses of activities related to the above

 

2.3. Responsible for maintaining department internal web site in myBI, which includes:

  • Collating, compiling, editing, and, uploading relevant/ approved/ compliant content to the web site
  • Participating and representing the department in myBI meetings and improvement projects

 

2.4. Responsible for working on ad-hoc projects as directed.

 

Requirements:

 

  • Diploma or bachelor’s degree in Business Administration or equivalent.
  • Strong in MS Office (Excel, PowerPoint, Word & Outlook).
  • Strong in written & spoken English.
  • Candidate must be enthusiastic, proactive and confident with excellent organizational skills.