Executive Assistant/ Personal Assistant

MEP Group of Companies; Seberang Perai; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading company in Penang is seeking an experienced Executive Assistant to support the Director. The role involves administrative support, managing communications, and coordinating with various departments. Candidates should have 3-5 years of experience, excellent organizational skills, and a good command of Japanese and English. Proficiency in Microsoft Office Suite is also required. This position is key to ensuring smooth operations within the company.

Qualifications

• Minimum of 3-5 years of experience as a Personal Assistant or similar role.
• Japanese-speaking candidates highly preferred.
• Ability to handle confidential information appropriately.

Responsibilities

• Provide administrative support to Director.
• Prepare correspondence and manage Director's emails.
• Coordinate with internal divisions and external organizations.

Skills

Organizational skills

Multitasking

Written communication in English

Spoken communication in Japanese

Confidentiality

Education

Diploma or degree in business administration or related field

Tools

Microsoft Office Suite

Online collaboration tools (Zoom, Teams, Webex)

Job description

Role Description

We are looking for a highly organized and detail-oriented Executive Assistant to support the Director with scheduling, communications, and business-related tasks. This role needs to thrive in a fast-paced environment, handles confidential matters professionally, and acts as a reliable partner in ensuring smooth day-to-day operations.

Job Description

• Provide administrative support to Director
• Prepare correspondence on behalf of Director: emails, minutes of meeting
• Manage and maintain Directors’ email accounts, filter emails, highlight urgent correspondence
• Conduct weekly meeting with Director to discuss company business’s operation
• Coordinate with internal divisions/ departments and external organizations on behalf of Director
• Mainly to assist Director to communicate and coordinate with all level of management, staff and business associates
• Advise the Director of the impending work deadlines for both internal and external commitments.
• Attend meeting with Director and follow up on progress assignment.
• Provide full aspects of aide to Director with confidentiality.

Job Requirement

• A diploma or degree in business administration, communications, or a related field is preferred.
• Minimum of 3-5 years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative role, preferably supporting senior management or Directors.
• Japanese-speaking candidates are highly preferred.
• Good command of Japanese (spoken) and English (spoken and written) is required. Able to converse in mandarin is an added advantage.
• Strong ethical standards, with the ability to handle confidential and sensitive information appropriately.
• Excellent organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with online collaboration tools (e.g., Zoom, Team, Webex) is a plus.
• Self-starter who takes initiative and can work independently with minimal supervision.
• High level of accuracy and attention to detail in all aspects of work, particularly in handling documents and correspondence.