Personal Assistant (PA)

Personal Assistant
Location: Maluri, Kuala Lumpur (10-minute covered walk from MRT & LRT)
Working Hours: Monday – Friday
Salary: Basic Salary + Monthly KPI Allowance + Parking Allowance

About the Role:

We are looking for a highly organized, proactive, and reliable Personal Assistant (PA) to provide comprehensive administrative and personal support to the management team. The ideal candidate should be able to manage multiple tasks simultaneously, coordinate schedules and meetings, handle travel arrangements, and ensure that day-to-day matters are followed up efficiently.

This role requires someone who is detail-oriented, responsive, discreet, and comfortable working in a fast-paced environment.

Key Responsibilities:

1. Calendar & Meeting Management

• Manage and maintain the management's daily calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, including checking availability and arranging suitable timings.
• Send meeting reminders and updates when there are changes to the schedule.
• Prepare meeting schedules, agendas, and relevant materials when required.
• Follow up on pending matters and ensure important appointments and commitments are not missed.

2. Travel & Logistics Coordination

• Arrange business and personal travel, including flights, hotels, transportation, and itineraries.
• Coordinate airport transfers, private transportation, and other travel arrangements.
• Prepare and organize travel documents and schedules.
• Assist with company trips, events, dinners, and other arrangements involving management.
• Ensure all travel and event arrangements are properly coordinated and communicated.

3. Administrative Support

• Handle day-to-day administrative tasks and ad-hoc assignments from management.
• Prepare documents, reports, schedules, forms, and presentations when required.
• Assist with payment-related matters, expense claims, invoices, and other administrative documentation.
• Coordinate with internal departments, vendors, service providers, and external parties.
• Maintain proper records and ensure important documents and information are organized.
• Familiarize with internal systems/backend to retrieve and compile reports as required by management.

4. Communication & Coordination

• Act as a point of contact between management and internal/external parties when required.
• Communicate instructions, updates, and reminders clearly and professionally.
• Follow up with relevant parties on outstanding tasks and provide updates to management.
• Handle sensitive and confidential information with a high level of discretion.

5. Event & Personal Arrangement Support

• Assist in arranging business dinners, company events, celebrations, meetings, and other functions.
• Coordinate restaurant reservations, private rooms, transportation, guest arrangements, and event logistics.
• Assist with personal appointments and ad-hoc arrangements when required.

6. Follow-Up & Task Management

• Keep track of tasks assigned by management and ensure timely completion.
• Proactively follow up on outstanding matters without requiring constant reminders.
• Identify potential scheduling or logistical issues in advance and resolve them promptly.
• Prioritize urgent and important matters according to management's requirements.
• Understand the company's business flow and SOP to support smooth coordination across departments.

Job Requirements:

• Prior experience as a Personal Assistant, Executive Assistant, or in a similar administrative support role.
• Highly organized, detail-oriented, and able to manage multiple tasks simultaneously.
• Proactive mindset with the ability to anticipate needs and follow up without constant reminders.
• Strong discretion when handling sensitive and confidential information.
• Comfortable working in a fast-paced environment and coordinating with multiple stakeholders.
• Good communication skills, both written and verbal.
• Proficient in Microsoft Office and comfortable navigating internal systems to retrieve reports.
• Willingness to learn the company's business flow and SOPs to support day-to-day coordination.

Why Join Us?

• Gain close exposure to management-level operations and decision-making.
• Opportunity to build strong working relationships across departments and leadership.
• Dynamic, fast-paced working environment with variety in day-to-day tasks.
• Convenient office location within walking distance of MRT & LRT.
• Clear career progression towards Project Management.