Chin Hin Group Hiring! Full Time Personal Assistant in Federal Territory - Ricebowl

The Secretary provides comprehensive, professional and confidential secretarial support for three (3) Principals of Senior Management. The role covers calendar and schedule management, travel coordination, visitor hosting, meeting and minutes support, correspondence, and ad hoc requirements, ensuring smooth day-to-day operations for all 3 Principals.

Job Responsibilities :

A. Calendar & Schedule Management

•     Manage and coordinate daily, weekly and monthly calendars for all 3 Principals, ensuring appointments and commitments are accurately scheduled without conflict.

•     Prioritise and balance scheduling requests fairly across all 3 Principals; proactively identify and resolve clashes in advance.

•     Provide each Principal with timely reminders and daily schedule briefings.

•     Reschedule or reprioritise appointments promptly as instructed, keeping all affected parties informed.

B. Travel & Flight Arrangements

•     Plan, book and coordinate all travel arrangements for the 3 Principals, including flights, visas, hotel accommodation, ground transportation and dining reservations.

•     Prepare complete travel itineraries and travel documents for each Principal, and provide backup plans for changes, delays or cancellations.

•     Coordinate airport transfers and liaise with drivers to align pick-up/drop-off timing with each Principal's flight schedule.

•     Monitor travel costs and ensure bookings are made promptly and cost-effectively.

C. Visitor & Guest Management

•     Coordinate and host visitors and guests meeting with any of the 3 Principals, ensuring a professional and welcoming experience.

•     Liaise with reception, security and drivers on visitor access, parking and hospitality arrangements.

•     Prepare meeting rooms, refreshments and materials ahead of guest visits.

•     Manage visitor schedules to avoid overlap and ensure each Principal is well-prepared ahead of each visit.

D. Meeting Coordination & Minutes

•     Schedule and coordinate logistics for meetings involving any of the 3 Principals, both internal and external.

•     Prepare meeting agendas, materials and documents in advance, and circulate to relevant attendees.

•     Attend meetings as required to take accurate and concise minutes, ensuring timely distribution to all parties.

•     Track outstanding action items and follow up with relevant parties on behalf of the respective Principal.

E. Correspondence & Documentation

•     Manage incoming and outgoing correspondence (emails, calls, letters) for all 3 Principals, ensuring timely responses and proper follow-up.

•     Maintain accurate records, documentation and filing systems for each Principal in line with internal governance and audit requirements.

•     Handle expense tracking, claims and administrative records for the 3 Principals as required.

F. Ad Hoc & Personal Support

•     Provide ad hoc administrative, business or personal support as required by the respective Principal from time to time.

•     Anticipate the needs and preferences of each Principal to ensure a seamless, well-prepared and professional experience at all times.

•     Adapt to each Principal's individual working style and preferences, while maintaining consistent service standards across all 3.

•     Undertake any other duties as reasonably assigned by any of the 3 Principals, ensuring time and attention remain fairly balanced.

Job Requirements :

Qualifications & Experience

•     Diploma or Bachelor's Degree in Secretarial Studies, Business Administration, or equivalent.

•     Minimum 2 years of experience in a secretarial or executive administrative role; experience supporting multiple senior executives is an advantage.

Skills & Competencies

•     Highly meticulous, detail-oriented and task-focused, with the ability to manage competing priorities from multiple Principals.

•     Strong organisational, planning and multitasking abilities with a strong sense of urgency.

•     Excellent written and verbal communication skills.

•     Proficient in Microsoft Excel (Intermediate), Power BI, PowerPoint Presentation and Word.

•     Competent in using AI productivity tools.

•     Ability to work independently with minimal supervision while collaborating effectively as part of a team.

•     Strong interpersonal skills, with the diplomacy to manage 3 Principals' expectations fairly and professionally.

Language Requirements

•     Fluent in English, Mandarin and Bahasa Malaysia (role requires interaction with Mandarin-speaking stakeholders).

•     Ability to converse in Hokkien and/or Cantonese is an added advantage.

Personal Attributes

•     High level of integrity with the ability to maintain strict confidentiality across all 3 Principals' matters.

•     Professional, calm and composed under pressure.

•     Flexible, adaptable and resourceful with a strong learning attitude.

•     Fair, impartial and even-handed in managing requests from all 3 Principals.

•     Willingness to take on new challenges and responsibilities beyond routine scope.