One-Day Personal Assistant – Meeting Support

Job Scope

Before the meeting

• Liaise with the venue regarding booking, meeting-room arrangement, seating layout and available facilities.
• Confirm the venue, date, time, number of guests and catering requirements.
• Print, compile and arrange all meeting materials provided.
• Check that the meeting room, projector/screen, stationery, refreshments and other required items are ready.

During the meeting

• Accompany and assist me throughout the day.
• Welcome guests upon arrival and guide them to the meeting room.
• Manage guest registration or attendance, if required.
• Distribute meeting materials to attendees.
• Coordinate with venue staff regarding refreshments, room setup and any immediate requirements.
• Assist with time management and ensure the meeting runs smoothly.
• Take basic meeting notes and record action items, if required.
• Handle reasonable ad-hoc tasks throughout the meeting.

After the meeting

• Collect and organise all documents and materials.
• Confirm any outstanding payment or administrative matters with the venue.
• Prepare a short summary of attendance, key action items and follow-up matters.

Requirements

• Professional, presentable and punctual.
• Organised, proactive and able to work independently.
• Good communication skills in English and Bahasa Malaysia.
• Comfortable dealing with corporate guests and venue representatives.
• Able to maintain confidentiality.
• Preferably has experience in administrative, event or meeting support.