Personal Assistant

About the Role

We are looking for a reliable, professional, and well-organized Personal Assistant / Administrative Executive to provide direct support to our Managing Director while also assisting with general administrative and office coordination.

The successful candidate will work closely with the Managing Director and coordinate with local employees, China-based colleagues, external parties, vendors, and service providers to ensure that daily matters are followed up and handled smoothly.

This role requires a high level of confidentiality, responsibility, attention to detail, communication skills, and initiative. The ideal candidate is someone who can manage multiple priorities, anticipate needs, follow through on tasks, and maintain a professional presence when dealing with senior management and external parties.

Key Responsibilities:

Personal Assistant Support to Managing Director

1. Provide day-to-day administrative and coordination support to the Managing Director.
2. Manage and coordinate the Managing Director's calendar, appointments, meetings, and schedules.
3. Arrange and coordinate business meetings, appointments, transportation, accommodation, and travel itineraries.
4. Prepare meeting materials, documents, correspondence, and other administrative materials as required.
5. Take meeting notes, follow up on action items, and ensure pending matters are properly tracked.
6. Assist with communication and coordination between the Managing Director, local employees, China-based colleagues, clients, business partners, and external parties.
7. Conduct follow-ups and provide timely reminders on appointments, tasks, and pending matters.
8. Handle confidential information and documents with discretion.
9. Assist the Managing Director with ad-hoc business and administrative matters as required.

Administrative & Office Coordination

1. Support general office administration and daily workplace operations.
2. Coordinate with property management, vendors, contractors, and external service providers.
3. Assist with office facilities, supplies, maintenance, and service arrangements.
4. Support travel, meeting, event, and business arrangement coordination.
5. Assist with office documentation, filing, records, and administrative processes.
6. Provide administrative and coordination support to local and expatriate employees when required.
7. Perform other administrative and coordination duties assigned by management
8. Coordinate with the Company Secretary on corporate secretarial and statutory matters, including preparation and submission of required documents, maintaining corporate records, and following up on relevant corporate compliance matters.

Requirements:

1. Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related field is preferred.
2. Proficiency in Mandarin is required to communicate effectively with the Managing Director, China-based colleagues, and Mandarin-speaking business contacts
3. Excellent verbal and written communication skills in English and Malay.
4. Strong organizational, coordination, and interpersonal skills
5. Professional appearance, communication, and manner
6. Mature, responsible, discreet, and trustworthy
7. Proactive and able to anticipate tasks and follow through without constant supervision
8. Able to manage multiple priorities and work under time-sensitive situations
9. Good attention to detail and follow-up skills
10. Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook

Preferred Qualifications:

1. Previous experience as a Personal Assistant, Executive Assistant, Secretary, Administrative Executive, or similar role
2. Experience supporting senior management or executives
3. Experience in administration, coordination, hospitality, or corporate support
4. Experience working in a multinational company, Chinese enterprise, or professional office environment
5. Familiarity with travel, meeting, and business arrangement coordination in Malaysia
6. Ability to communicate and coordinate effectively with both Chinese and local teams