Personal Assistant to Director

Personal Assistant (PA) to Director

Location: Kota Kinabalu, Sabah
Employment Type: Full-Time
Salary: RM2,800 – RM3,500 per month
Company: Borneo Consultancy (MM2H) Sabah Sdn Bhd

About the Role

We are looking for a responsible, highly organized and proactive Personal Assistant (PA) to provide direct support to the Director in managing daily schedules, business matters, follow-ups, communications and selected personal arrangements.

The ideal candidate should be able to work independently, manage multiple priorities and ensure that important tasks and commitments are properly followed through.

This role is suitable for someone who enjoys organizing, coordinating, communicating and solving day-to-day problems rather than simply waiting for instructions.

Key Responsibilities

Personal & Executive Assistance

• Manage the Director's daily schedule, appointments and reminders.
• Organize and prioritize daily and weekly tasks.
• Coordinate meetings, appointments, travel and reservations.
• Keep track of the Director's commitments and outstanding matters.
• Provide reasonable personal and administrative assistance when required.
• Assist with event arrangements, logistics, purchases and other day-to-day matters.

Business Coordination & Follow-Up

• Follow up with staff on tasks and instructions given by the Director.
• Coordinate between the Director, staff, clients and external parties.
• Monitor outstanding matters and ensure timely follow-up.
• Highlight urgent matters requiring the Director's attention.
• Prepare simple daily or weekly updates for the Director.
• Assist in coordinating various business activities and projects.

Communication & Administration

• Assist with WhatsApp, email and other business correspondence.
• Draft simple professional messages, letters and emails.
• Handle routine enquiries and follow-ups.
• Organize digital and physical documents.
• Assist with preparation, printing, scanning, filing and submission of documents.
• Maintain confidentiality of company and personal information.

HR & Recruitment Support

• Assist in coordinating employers and job candidates.
• Arrange interviews and appointments.
• Collect CVs and supporting documents.
• Follow up with candidates regarding interviews and required information.
• Maintain proper recruitment and candidate records.
• Assist with recruitment-related administrative arrangements.

Basic Design & Content Preparation

• Prepare simple company and recruitment artwork using Canva or similar tools.
• Design basic posters, announcements and social media materials.
• Prepare simple brochures, flyers and service information.
• Assist in preparing PowerPoint presentations and proposals.
• Perform basic image editing, resizing and background removal.
• Ensure company materials are presented professionally and consistently.

This is not a Graphic Designer position. Advanced graphic design skills are not required.

Requirements

• Minimum Diploma or equivalent qualification.
• Previous experience as a Personal Assistant, Admin Executive, HR Executive, Operations Executive or similar position is an advantage.
• Fresh graduates with strong organizational and communication skills are welcome to apply.
• Good command of English and Bahasa Malaysia.
• Ability to communicate in Mandarin/Chinese is an advantage.
• Good Microsoft Word, Excel and PowerPoint skills.
• Familiar with Google Workspace or similar productivity tools.
• Basic Canva/design skills are preferred.
• Comfortable using ChatGPT and other AI/productivity tools.
• Good written and verbal communication skills.
• Able to work independently with minimal supervision.
• Able to manage multiple tasks and changing priorities.
• Responsible, punctual and detail-oriented.
• High level of confidentiality and integrity.
• Valid driving licence and own transportation are preferred.

Ideal Candidate

We are looking for someone who is:

• Highly organized and systematic
• Proactive and willing to take initiative
• Responsible and dependable
• Strong in follow-up
• Detail-oriented
• Able to prioritize tasks effectively
• Comfortable communicating and following up with different people
• Resourceful and able to solve problems independently
• Calm when schedules or priorities change
• Comfortable reminding the Director of deadlines and outstanding matters
• Willing to learn new things
• Comfortable with technology and AI tools

Most importantly, we are looking for someone who does not simply ask:

"What should I do next?"

but is able to gradually develop into someone who can say:

"These matters have been completed, these are being handled, and these are the items that require your decision."

Salary & Benefits

Basic Salary: RM2,800 – RM3,500 per month

Salary will be determined based on experience, capability and suitability.

Benefits include:

• EPF
• SOCSO
• EIS
• Annual Leave
• Medical Leave
• Public Holidays
• Performance review
• Salary review based on performance and responsibilities
• Training and exposure to business operations, HR and recruitment
• Opportunity to work closely with management
• Career development opportunities

Application

Interested candidates are encouraged to submit an updated resume including:

• Current/last position
• Current/last drawn salary
• Expected salary
• Notice period / earliest starting date
• Languages spoken and written
• Software skills
• Relevant PA/Admin/HR experience
• Canva/design experience, if any

Shortlisted candidates may be required to complete a short practical assessment involving task prioritization, communication, Excel and basic Canva design.