Personal Assistant

About the role

The Personal Assistant (PA) to the Managing Director provides high-level administrative, coordination, and confidential support to ensure the smooth and efficient running of the executive office. The PA is dedicated to the Managing Director as the primary executive, with occasional support to other C-suite members as required. The role requires strong organisational skills, sound judgment, and absolute discretion in a fast-paced business environment.

Key responsibilities

• Manage the Managing Director's calendar, appointments, and meetings, resolving conflicts and prioritising time effectively
• Screen, manage, and prioritise incoming calls, emails, and correspondence on behalf of the Managing Director
• Prepare, proofread, and format business correspondence, presentations, reports, and memos
• Handle confidential information with the highest level of discretion and integrity
• Schedule and coordinate internal and external meetings, including board, management, and client meetings
• Prepare agendas, briefing notes, and supporting materials in advance
• Record minutes, circulate them, and follow up on action items and pending matters
• Arrange domestic and international travel, including flights, accommodation, transport, and visa applications
• Prepare itineraries and travel documents, and process expense claims for the Managing Director
• Liaise with internal departments to ensure directives are executed and followed up

About you

• Diploma or Bachelor's Degree in Business Administration, Management, Office Administration, Human Resources, or a related field
• Minimum 3 to 5 years of experience as a Personal Assistant, Executive Assistant, or Executive Secretary, preferably supporting senior management or C-suite level
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Outlook; familiar with Teams or Zoom
• Excellent written and spoken English and Bahasa Malaysia
• Strong organisational and time-management skills, with the ability to prioritise under pressure
• Detail-oriented, with good analytical and problem-solving ability
• Proactive, able to anticipate needs and act with minimal supervision
• High integrity, discretion, and trustworthiness in handling confidential matters
• Professional presentation and strong interpersonal skills at all levels, including external stakeholders
• Flexible and willing to work extended hours or travel when required