Personal Assistant to Director

About the role

This is an Executive Assistant position supporting the Director with cross-departmental coordination, supplier management, and business operations. You will serve as the primary point of contact between the Director and internal departments, manage the Director's calendar and travel arrangements, coordinate with HQ and sales teams, and handle procurement and supplier relationships.

Key responsibilities

• Serve as the primary point of contact between the Director and internal departments, actively tracking, following up, and resolving pending matters daily
• Coordinate closely with the HQ team to check stock availability and ensure smooth fulfilment of orders aligned with purchasing directives
• Support the sales department by understanding and conveying requests between the Director and the sales team
• Partner with the accounts department to ensure seamless processing of financial documents, verify invoices, and manage supplier payment cycles
• Manage the Director's daily agenda, filter meeting requests, and prioritize critical tasks
• Manage travel arrangements and willingly travel outstation as needed, including driving and transporting the Director, goods, or business associates
• Maintain strict confidentiality while managing comprehensive filing systems, corporate documentation, and executive records
• Act as the main liaison with external suppliers and execute the end-to-end purchasing workflow, including raising Purchase Requests (PR) and Purchase Orders (PO)
• Prepare monthly purchasing and stock utilization reports to assist the Director in making strategic stock procurement decisions

About you

• Diploma or Bachelor's Degree in Business Administration, Secretarial Studies, Supply Chain, or a related field
• Minimum 2–3 years of working experience as a Personal Assistant (PA), Executive Assistant, or Business Operations Executive
• Experience in manufacturing, factory operations, or construction/building materials is highly preferred
• Excellent proficiency in Microsoft Office, particularly MS Excel, for managing costing and inventory reports
• Outstanding interpersonal and communication skills
• Highly assertive yet diplomatic when following up on tasks with the factory, sales, and accounts teams
• Valid driving license with a clean driving record and comfortable driving outstation
• High level of integrity, discretion, and professionalism when handling confidential business data
• Fluency in English and Mandarin/Bahasa Malaysia to communicate effectively with diverse suppliers, customers, and team members

Benefits

• Competitive salary package matching experience
• EPF
• SOCSO
• EIS
• Outstation travel, petrol and toll allowances
• Annual Leave
• Direct mentorship and career progression under senior management