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Personal Assistant

Job Title: Administrative Support to Group VP (Mandarin Speaker Preferred)

Job Overview: We are seeking an organized and proactive Administrative Support professional to assist the Group VP with daily operations, project management, and communications. This role involves coordinating schedules, managing travel logistics, and facilitating meetings and events. Proficiency in Mandarin is a strong advantage, as the role may involve interactions in Mandarin-speaking environments.

Key Responsibilities:

Administrative Support:

  • Oversee and coordinate the Group VP’s calendar.
  • Schedule appointments and manage travel arrangements.
  • Ensure efficient handling of all scheduling and logistical needs.

Communication Management:

  • Draft, review, and manage correspondence, including emails, reports, and presentations.
  • Serve as a key point of contact for internal and external communications.

Meeting and Event Coordination:

  • Organize and facilitate meetings, prepare agendas, and record minutes.
  • Track action items and manage logistics for events, conferences, and high-profile gatherings.

Travel Management:

  • Plan and coordinate complex travel itineraries, including flights, accommodations, and ground transportation.
  • Provide detailed travel plans and manage all related arrangements.

Project Support:

  • Assist with special projects by conducting research, analyzing data, and monitoring progress.
  • Support various initiatives led by the Group VP.

Education:

  • Bachelor’s degree or equivalent experience in a relevant field preferred.
  • Fresh graduates with a strong academic background and relevant internships are welcome to apply.

Experience:

  • Minimum of 1-2 years of experience in an administrative role preferred but not required.
  • Relevant internships or academic projects will be considered for fresh graduates.

Skills:

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Excellent organizational, communication, and multitasking abilities.
  • Language Requirements: Fluent in Bahasa Malaysia and English; proficiency in Mandarin is strongly preferred.

Attributes:

  • Professionalism, discretion, strong problem-solving skills, and adaptability to a fast-paced environment.

Average salary estimate

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What You Should Know About Personal Assistant, Solarvest

As a Personal Assistant for our dynamic Group VP, you'll step into an exciting role that keeps everything running smoothly! In this position, you'll be responsible for a wide array of tasks, from managing the VP's calendar and coordinating meetings to overseeing travel arrangements and handling communications. Your attention to detail will shine as you draft emails, prepare reports, and manage presentations, ensuring nothing slips through the cracks. If you're fluent in Mandarin, that's a fantastic bonus – it allows you to engage in diverse conversations in multilingual environments. We’re looking for someone energetic and organized, who can juggle tasks seamlessly while maintaining a professional demeanor. Whether it's negotiating travel itineraries or taking minutes at high-stakes meetings, your role is crucial for supporting our Group VP in their everyday functions. This position is not just about administrative skills; it's about being a trusted partner who helps navigate the day-to-day operations with finesse. If you're eager to embrace a fast-paced environment and contribute to various projects while enhancing your skills alongside a seasoned professional, this Personal Assistant role is a perfect fit. Join us, and let's make great things happen together!

Frequently Asked Questions (FAQs) for Personal Assistant Role at Solarvest
What does the Personal Assistant role at our company involve?

The Personal Assistant role involves providing organized administrative support to the Group VP, including managing calendars, scheduling appointments, and handling communication. You'll also coordinate travel and events, making sure everything runs like clockwork.

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What qualifications do I need to apply for the Personal Assistant position?

To apply for the Personal Assistant position, a Bachelor's degree or equivalent experience is preferred. Fresh graduates with relevant internships are encouraged to apply, showcasing their academic background and skills.

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Is proficiency in Mandarin necessary for the Personal Assistant job?

Proficiency in Mandarin is strongly preferred for the Personal Assistant role as it will enable you to interact in Mandarin-speaking environments, enhancing your effectiveness in communications and administrative tasks.

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What skills are essential for a Personal Assistant in our company?

Essential skills for a Personal Assistant include proficiency in Microsoft Office Suite, excellent organization, communication, and multitasking abilities. Being adaptable and having strong problem-solving skills are also important in this fast-paced environment.

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Can fresh graduates apply for the Personal Assistant position?

Absolutely! Fresh graduates are welcome to apply for the Personal Assistant position, especially if they possess relevant academic background and internships that align with the skills required for the role.

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What kind of experience will be considered for the Personal Assistant role?

Experience in an administrative role for at least 1-2 years is preferred, but relevant internships or academic projects by fresh graduates will also be considered valuable for this Personal Assistant position.

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How do I prepare for an interview for the Personal Assistant job?

To prepare for an interview for the Personal Assistant job, familiarize yourself with the company’s culture and operations, reflect on specific experiences that showcase your organizational skills, and practice common interview questions related to the role.

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Common Interview Questions for Personal Assistant
What strategies do you use to manage a busy calendar effectively?

To manage a busy calendar effectively, I prioritize tasks by urgency and importance, use digital tools for scheduling, and regularly communicate with the person I support to keep them informed of any changes.

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How do you handle conflicting appointments or last-minute changes?

In the case of conflicting appointments, I assess the urgency of each meeting, communicate with stakeholders, and look for alternative times that suit everyone's schedules to ensure all essential meetings are attended.

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Can you describe a successful event you coordinated?

A successful event I coordinated involved meticulous planning from logistics to execution. I created a detailed agenda, coordinated with vendors, and ensured all tech setups were tested beforehand. The positive feedback from participants validated our hard work.

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What do you consider when making travel arrangements?

When making travel arrangements, I consider factors such as timing, budget, comfort, and convenience. I seek the best flight options, book appropriate accommodations, and confirm all elements to guarantee a smooth travel experience.

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How would you prioritize tasks when supporting the Group VP?

I would prioritize tasks by assessing deadlines, the importance of initiatives, and any time-sensitive needs from the Group VP, ensuring that critical tasks get immediate attention while maintaining a long-term view of ongoing projects.

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How do you ensure confidentiality in your role?

To ensure confidentiality, I adhere to strict protocols regarding document handling and communications, refrain from discussing sensitive information outside necessary conversations, and maintain professionalism in all interactions.

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What tools do you use to organize your work?

I utilize various organizational tools, including digital calendars, task management apps, and project collaboration software, which help me keep track of activities, manage deadlines, and collaborate effectively with team members.

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How do you approach communication with stakeholders?

I approach communication with stakeholders by being clear, concise, and respectful. I establish regular touchpoints, actively listen to their needs, and ensure follow-up on important discussions to maintain strong relationships.

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What do you enjoy most about being a Personal Assistant?

What I enjoy most about being a Personal Assistant is the variety of tasks that each day brings, the opportunity to impact the organizational flow directly, and the chance to learn from the leaders and executives I support.

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How do you handle stress and tight deadlines?

I handle stress and tight deadlines by staying organized and focused. I break tasks into manageable steps, maintain a positive mindset, and don't hesitate to seek help or communicate when necessary to ensure everything is achieved timely.

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Solarvest is an algae technology company that owns numerous key patents. Our organic Omega-3 patent application has been filed and is pending in Europe, UK, USA, Canada, Japan, India, China, S. Korea, Hong Kong and Australia. Its patent pending pr...

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Full-time, remote
DATE POSTED
November 25, 2024

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