PERSONAL ASSISTANT ( DIRECTOR )

About the role

We are looking for a highly organized, detail-oriented, and experienced Personal Assistant / Executive Assistant to provide comprehensive administrative and personal support to our Directors and Management team. This role requires excellent organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced working environment.

Key responsibilities

• Manage and maintain the Directors' daily calendars, appointments, schedules, and meetings, ensuring all commitments are properly coordinated and prioritized.
• Coordinate and arrange internal and external meetings, appointments, business engagements, and other activities.
• Handle phone calls, emails, messages, correspondence, and enquiries professionally and promptly.
• Draft, prepare, format, and proofread letters, reports, presentations, minutes, memos, proposals, and other business documents.
• Prepare and organize documents, reports, meeting materials, and presentations as required by Management.
• Coordinate business travel arrangements, including flights, transportation, accommodation, itineraries, and other travel-related arrangements.
• Liaise and communicate professionally with internal departments, clients, suppliers, business partners, government agencies, and other external parties.
• Organize meetings, prepare agendas and relevant documents, attend meetings when required, and prepare accurate meeting minutes and follow-up action items.
• Maintain proper filing systems and ensure confidential records, documents, and sensitive information are securely maintained.
• Monitor and follow up on important tasks, deadlines, appointments, and matters assigned by the Directors.

About you

• Diploma or Degree in Business Administration, Management, Secretarial Studies, Office Management, or a related field.
• Minimum 2–3 years of relevant experience as a Personal Assistant, Executive Assistant, Secretary, Management Assistant, Administrative Executive, or in a similar role.
• Strong proficiency in Microsoft Office, particularly Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent written and verbal English communication skills. Knowledge of Bahasa Malaysia and/or other languages is an added advantage.
• Excellent attention to detail with the ability to produce accurate documents, reports, schedules, and correspondence.
• Strong organizational, time-management, multitasking, and follow-up skills.
• Able to manage multiple tasks and changing priorities while maintaining accuracy and meeting deadlines.
• Strong interpersonal skills with the ability to communicate professionally with people at all levels.
• Able to work independently with minimal supervision while also working effectively as part of a team.
• Willing to work flexible hours when required and assist with urgent or ad-hoc matters.