Jobs

PERSONAL ASSISTANT TO MANAGING DIRECTOR


Keluarga Group of Companies

Based: Malaysia(Penang)

Posted on 29 Apr 2021

Job Description

The role is to provide high quality executive personal assistance and administrative support to the Managing Director. Provide an efficient and responsive administrative, organizational, and accounting service to the Managing Director, helping her to manage and prioritize her time.

This position will be of key importance within the organization and the successful candidate must have previous experience within a fast-paced manufacturing / FMCG environment. The job holder will need extensive knowledge of the organization, including the company's aims and objectives.

The Managing Director will rely heavily on the jobholder, trusting that work will be handled effectively and efficiently in her absence. Discretion and confidentiality are therefore essential attributes of this role.
  • Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, plan, coordinate and ensures the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity.
  • Managing full set accounts, day to day financial operations, perform reconciliations including prepayment and accruals independently under minimum supervision. Ensure the integrity of accounting information by recording, verifying, consolidation, and entering transactions. To plan, execute and monitor all related matters on cash flow management and payment arrangement inclusive verification
  • Sets up meeting files, scheduling and calendaring meetings, sets meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
  • Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the CEO in determining appropriate course of action, referral or response.
  • Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director and staff.
  • Work closely and effectively with the Managing Director to keep her well informed of upcoming commitments and responsibilities, and follows up appropriately.
  • Prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Manage the Managing Director’s office ensuring the proper documentation and record keeping.
  • Occasionally travelling with Managing Director to take notes or dictation at meetings or to provide general assistance during business trips.
  • Ensure the Managing Director is fully briefed on, or prepared for engagements she is involved in.
  • The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.

Qualifications
  • A good university degree.
  • Minimum of 5 years’ relevant experience with accounts management background
  • Excellent written, verbal and non-verbal communication skills.
  • Proficiency with applications such as Autocount, UBS, Word, Excel and PowerPoint
  • High understanding of Manufacturing & FMCG industry
  • A good deal of common sense, etiquette and an ability to think on one’s feet
  • Good computer literacy
  • Excellent organizational skills
  • Proven ability to work under pressure and to tight deadlines
  • Bright, confident personality, well presented, highly personable
  • Flexible and mature approach with ability to work unsupervised
  • Willing to travel
  • Language proficiency: English, Bahasa Malaysia, can speak Mandarin as well

Company Details

Keluarga Group of Companies


No 2991 MK1, Tkt Perusahaan 2, Prai Industrial Estate

Perai

13600 Penang

Malaysia

Founded in 2000, Keluarga Group has progressively transformed from the humble beginnings in the distribution of rice, refined sugar, flour, and animal feed, into one of the biggest FMCG Companies in Malaysia with an annual turnover of RM 1.8b (USD 430m).

At present, Keluarga products are sold in more than 8,000 retail outlets throughout the Malaysia as we continue to expand regionally and internationally. It is supported not only by modern logistics and warehouse management system but powered by strong distribution networks. Keluarga Group continues a rapid expansion to becoming a global FMCG Company by establishing Keluarga International Pte Ltd in Singapore. We distribute more than 50 FMCG products which consist of both in-house and international brands.