Personal Assistant cum Office Manager

About the role

We are seeking a highly organized and proactive Executive Assistant cum Office Manager to provide high-level administrative and personal support to the Shareholder, while overseeing the day-to-day administration and operations of the office and supporting the HR and Finance departments on administrative matters. This is a dual role. As Executive Assistant, you will manage the Shareholders' schedule, communications, travel and key administrative matters so they can operate efficiently and effectively. As Office Manager, you will ensure the office runs smoothly, and you will lead and supervise the admin and reception team.

Key responsibilities

• PART A: Executive Support to the Shareholder/Director

  1. Executive & Administrative Support

  • Serve as the primary point of contact and gatekeeper for the Shareholders.

  • Oversee Malaysia office, update to Shareholders for decision making support.

  • Draft, edit and proofread reports, presentations, emails and official documents.

  • Attend selected meetings, minutes meeting, and follow up on action items with HOD/dept.

  2. Calendar & Communication Management

  • Manage a complex calendar covering business, travel and personal commitments; schedule meetings and priorities appointments.

  • Screen and priorities incoming emails, calls and correspondence, escalating urgent matters promptly.

  • Draft professional communications on behalf of the Shareholder.

  • Track follow-ups, commitments and pending responses to ensure nothing falls through the cracks.

  3. Travel & Event Coordination

  • Arrange domestic and international travel, including flights, accommodation, visas and itineraries.

  • Organize meetings, workshops, corporate functions and off-site events.

  4. Stakeholder Management

  • Build professional relationships with HOD, clients and external partners.

  • Coordinate effectively with internal teams and the assistants of other executives.

  • Handle sensitive and confidential matters.

  5. Personal Assistance

  • Coordinate personal appointments, reservations, travel and family logistics where required.

  • Assist with personal records, memberships and other agreed personal tasks.

  PART B: Office Management

  7. Office Administration & Operations

  • Oversee the day-to-day administration and operations of the office to ensure a well-organized, professional and efficient workplace.

  • Oversee procurement and inventory of office supplies, equipment and pantry items, keeping costs under control.

  • Manage relationships and contracts with vendors and service providers (e.g. landlord, cleaning, IT support, utilities, courier), including renewals and performance.

  • Monitor the office administration budget, verify invoices and coordinate payments with the finance team.

  • Maintain company licences, permits, insurance policies, tenancy agreements and statutory records, and track their renewal dates.

  • Ensure workplace health, safety and security requirements are met, including emergency and fire-safety arrangements.

  • Coordinate internal company events and office announcements.

  8. Team Leadership – Admin & Reception

  • Directly supervise Admin and Receptionist; assign, priorities and monitor their daily work.

  • Ensure the front desk delivers a professional first impression, including visitor reception, call handling, mail and courier management, and meeting room bookings.

  • Set clear standards and SOPs for admin and reception functions, and ensure duty coverage during leave and absences.

  • Provide guidance, and conduct performance reviews for direct reports.

  • Act as the first point of escalation for administrative issues and resolve them promptly.

  9. Support to HR & Finance Departments

  Provide support to the HR and Finance departments on simple administrative tasks, including:

  • HR: Schedule and arrange interviews with the CEO and Shareholders, including coordinating availability, confirming with candidates and preparing interview materials.

  • Finance: Assist with simple finance paperwork and data entry, such as compiling invoices, payment vouchers, claims and receipts for processing.

About you

• Bachelor's degree in Business Administration, Management or a related field preferred
• Minimum 6 years of experience as an Executive Assistant, Personal Assistant or Secretary supporting senior management
• At least 2 years of experience in office management or administration, including supervising administrative or front-desk staff
• Proven experience managing complex calendars and international travel arrangements
• Experience handling confidential information and interacting with senior stakeholders
• Excellent written and verbal communication skills in English and BM
• Proficiency in Mandarin is a PLUS point
• Tech-savy, know how to use AI
• Proficiency in Microsoft Office and Teams
• Strong organisational and multitasking abilities with keen attention to detail
• Ability to anticipate needs, prioritise competing demands and solve problems proactively