Personal Assistant (PA)

Roles & Responsibilities

1. Directly report to the Director and act as the key coordination point for matters assigned by the Director.
2. Provide daily administrative and secretarial support to the Director.
3. Manage and coordinate the Director’s calendar, appointments, meetings, schedules, reminders, business trips and leave schedules.
4. Arrange travel and accommodation, including flight bookings, hotel reservations, transportation and travel itineraries when required.
5. Arrange meetings and prepare necessary documents, materials, agendas, minutes, follow-ups and action lists.
6. Handle correspondence, documents and information with high confidentiality and professionalism.
7. Prepare and consolidate reports, presentations, Excel data and management information for the Director.
8. Monitor important deadlines and ensure relevant departments provide timely updates and submissions.
9. Follow up with different departments on matters instructed by the Director and ensure clear ownership, progress and closure.
10. Coordinate communication between the Director and management, departments, clients and external parties.
11. Maintain proper filing and tracking of important documents, decisions and management instructions.
12. Identify outstanding issues and proactively highlight matters requiring the Director’s attention.
13. Do not simply pass messages—understand the Director’s instructions, follow through and ensure completion.
14. Assist in coordinating company meetings, functions, events and other management activities when required.
15. Support special projects, company initiatives and other assignments delegated by the Director.
16. Assist with general administrative duties and day-to-day matters, and perform other ad-hoc duties as assigned by the Director.
17. Maintain professional communication, accuracy, attention to detail and a sense of urgency at all times.

Requirements

• 2–4 years of working experience as a Personal Assistant, Secretary, Administrative Executive, or in a similar role.
• Good command of English, Bahasa Malaysia and Chinese, both written and spoken, to communicate effectively with relevant stakeholders.
• Proficient in Microsoft Office, including Word, Excel, PowerPoint and Outlook.
• Good communication and interpersonal skills.
• Good organizational and time-management skills.
• Able to multitask, prioritize assignments, and meet deadlines.
• Able to work independently with minimal supervision and follow up on assigned matters.
• Responsible, proactive, detail-oriented, and well organized.
• Able to handle confidential information with discretion and professionalism.
• Possess a positive working attitude and willingness to learn.