Executive Assistant

Main Office, Petaling Jaya
Full-time position

Responsible to provide executive support to the Executive Director, and serve as the primary point of contact on all matters pertaining to the office of the Executive Director. Read More

Principal Responsibilities:

1. Executive Support 
• Plan and manage the Executive Director’s calendar of appointments to ensure effective time management while upholding and respecting the “open door” policy
• Correspond and communicate, within delegated authority, on behalf of the Executive Director’s office
• Develop and maintain an effective filing and retrieval system for legal documents, discussion notes, project reports, correspondence, and any other materials pertinent to the Executive Director’s office and the organization
• Assist the Executive Director with research, information-gathering and secretarial deliverables for projects, meetings, seminars, and/or talks
• Assist the Executive Director with internal administrative processes and procedures for, but not limited to, expenses, leave of absence, and travel arrangements
• Assist the Executive Director with hosting duties and deliverables for visiting guests

2. Internal Liaison
• Serve as the primary liaison between the Executive Director and the Board of Directors to ensure discretion and confidentiality in complex organizational matters
• Serve as the primary liaison between the Executive Director and FOF US to ensure timely submission of impact metrics, ministry reports, and any other information
• Serve as the primary liaison between the Executive Director and FOF Affiliate Offices to ensure timely response to request for information and/or general enquiries

3. External Liaison
• Build and maintain a good rapport with the organization’s spokespersons and personal assistants of major donors and/or partners
• Manage and coordinate speaker engagements and logistical arrangements for the organization’s deputations and seminar/talk requests

4. Human Resource Support
• Serve as the primary liaison between the Executive Director and job applicants to ensure a positive interview experience for all candidates and to uphold the organization’s reputation
• Track and maintain an accurate record of employees’ annual leave benefits
• Create and maintain the annual internal communiqué encompassing staff working hours, staff lunch and devotion allocations
• Track and coordinate monthly workplace celebrations, specifically birthdays and wedding anniversaries

5. Inventory Management
• Inspect the condition of all incoming stocks and report any damages to the Resource Executive
• Perform a physical count of all incoming stocks and report any discrepancies to the Resource Executive, then complete a Goods Received transaction in MYOB for actual quantities received
• Coordinate the movement of stocks between the storage areas and onsite store
• Assist in the annual stock-take


• At least Bachelor’s Degree in Business Management or Communications.
• A minimum of three years’ working experience supporting senior management
• Detail oriented and works with a high degree of accuracy.
• High proficiency in English, both verbal and written
• Medium proficiency in Bahasa Malaysia and/or Chinese is desirable
• Core Competencies: Adaptability, Innovation Skills, Communication Skills, Interpersonal Skills, Result-oriented

Interested applicants can email their resume to focus@family.org.my

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