About This Role
This personal assistant role involves managing and coordinating the Director's daily schedule, meetings, and tasks across multiple business entities. It suits a highly organized and proactive individual who can track business leads, client interactions, and production schedules while ensuring timely updates.
Responsibilities
- Manage and coordinate the Director's daily schedule, meetings, client appointments, and important tasks
- Maintain complete track of business leads and enquiries across Venlax Group, HBS Signages, and Venlax Productions
- Track every lead from enquiry to closure, including client discussions, follow-ups, current status, and next action
- Ensure the Director has the latest update whenever he asks about any client, lead, or pending activity
- Schedule and coordinate client meetings, internal meetings, and follow-ups
- Plan and maintain the Director's daily and weekly schedule, including meetings, shoots, content, and other commitments
- Coordinate the Director's reels, video shoots, production shoots, and acting/content schedules
- Maintain a clear list of upcoming shoots and ensure scripts, concepts, locations, people, and other requirements are ready
- Coordinate with the respective teams for scripts, content, shoots, editing, and production activities
- Maintain a daily task list and ensure important activities and follow-ups are completed on time
- Follow up with team members and clients on tasks assigned by the Director and provide regular status updates
- Keep track of pending, completed, and upcoming tasks and highlight anything requiring immediate attention
- Coordinate activities between different teams and businesses within the group
- Prepare a clear daily overview for the Director covering what is happening today, what is pending, and what needs to be done next
- Handle confidential business information and maintain professional communication with clients and team members
Requirements
- Graduate with 0–4 years of experience as a Personal Assistant, Executive Assistant, Business Coordinator, Operations Coordinator, or similar role
- Highly organized, proactive, and responsible, with excellent follow-up skills
- Able to manage multiple tasks, clients, meetings, and schedules simultaneously
- Strong ability to track leads, follow-ups, meetings, shoots, and pending tasks without missing details
- Excellent communication and coordination skills
- Comfortable communicating with clients, employees, management, and production teams
- Good knowledge of Google Sheets/Excel, Google Calendar, WhatsApp, and basic documentation
- Able to quickly understand the status of a task or lead and give the Director an accurate update
