Assistant PA

Private Advertiser; Ipoh; On-site; MYR 56,000 - 89,000; Full time

Job summary

Private Advertiser is seeking an experienced Executive Assistant to support the CEO and senior management. You will coordinate calendars, meetings, travel, and cross-functional requests with precision.

Responsibilities include prioritising tasks, managing confidential information, preparing reports and briefing materials, and ensuring timely delivery of actions.

Qualifications

• Bachelor's degree in business administration, management or related discipline.
• 3–5 years of experience in executive support or personal assistant roles.
• Experience supporting senior management or multiple stakeholders is an advantage.
• Experience in a public listed company or fast-paced corporate environment preferred.

Responsibilities

• Support coordination for CEO and senior management (e.g. CHRO, CBDO).
• Manage and align conflicting schedules, priorities, and instructions across stakeholders.
• Act as a central communication point to ensure clarity and timely execution.
• Manage complex calendars, scheduling, prioritisation, and last-minute changes.
• Coordinate meetings, agenda preparation, documentation and logistics.
• Arrange business and personal travel including visas and itineraries.
• Prioritise incoming requests, track action items, and provide progress updates.
• Prepare correspondence, reports, presentations, and briefing materials.
• Attend meetings, record minutes, and ensure follow-through on deliverables.
• Maintain confidentiality and handle personal matters with discretion.

Skills

Executive support

Calendar management

Communication

Discretion & confidentiality

Multitasking

Education

Bachelor's degree in Business Administration/Management or related

Job description

1. Executive & Multi-Stakeholder Coordination

Support coordination for the CEO and assigned senior management (e.g. CHRO, CBDO)

Manage and align conflicting schedules, priorities, and instructions across multiple stakeholders

Act as a central communication point to ensure clarity, alignment, and timely execution

2. Calendar, Meeting & Travel Management

Manage complex calendars, including scheduling, prioritisation, and last-minute adjustments

Coordinate meetings, including agenda preparation, documentation, and logistics

Arrange business and personal travel (flights, accommodation, visas, itineraries)

3. Task Prioritisation & Execution Tracking

Assist in prioritising incoming requests based on urgency and business impact

Track and follow up on action items to ensure timely completion

Provide regular updates on progress, outstanding matters, and deadlines

Ensure no critical task is missed or delayed

4. Documentation & Office Management

Maintain structured filing systems, records, and databases

Prepare professional correspondence, reports, presentations, and briefing materials

Ensure accuracy, confidentiality, and proper documentation standards

5. Meeting Management & Follow-Up Control

Attend meetings where required and record clear, actionable minutes

Track post- meeting deliverables and follow through with relevant stakeholders

Ensure closure of action items with proper reporting back to the CEO Office

6. Personal & Confidential Matters

Assist in handling personal matters of senior management, including private scheduling and arrangements

Maintain strict confidentiality, discretion, and professionalism at all time

Act as a first point of contact for internal and external communications

Screen, prioritise, and manage information flow to minimize leadership time

Handle sensitive matters with professionalism and sound judgment

8. Cross-Entity Coordination

Support coordination across multiple entities within the Group

Track inter-company matters, approvals, and key business initiatives

9. Ad-hoc & High-Priority Assignments

Provide support on urgent, time-sensitive, and high-impact tasks

Adapt quickly to shifting priorities in a dynamic business environment

Take initiative to resolve issues and ensure continuity of operations

Minimum Qualifications & Experience:

Bachelor's Degree in Business Administration, Management, or related discipline

3-5 years of experience in executive support / personal assistant role

Experience supporting senior management or multiple stakeholders is an advantage

Experience in a public listed company or fast-paced corporate environment preferred

Core Competencies:

Strong organisational and time management skills

Ability to multitask and manage competing priorities effectively

High level of professionalism, discretion, and integrity

Strong communication and interpersonal skills

Proactive, resourceful, and detail-oriented

Ability to work under pressure and meet tight deadlines

Strong sense of accountability and ownership