Executive Assistant/Personal Assistant to Director

MSPHitect Sdn Bhd; Penang; On-site; MYR 60,000 - 90,000; Full time

Job summary

MSPHitect Sdn Bhd is seeking an Executive Assistant/Personal Assistant to the Director to provide high-level administrative support. You will manage correspondence, coordinate meetings, and prepare materials for the Director, ensuring timely responses and professional presentation.

This role requires discretion, strong English communication, and the ability to multitask in a fast-paced environment. You will schedule travel, arrange accommodations, and standby on weekends when needed, partnering

Qualifications

• Diploma in Business Administration or related field required.
• 3–5 years of experience as Personal/Executive Assistant or similar role.
• Excellent command of English, both written and spoken.
• High ethical standards with confidentiality and discretion.

Responsibilities

• Provide administrative support to the Director.
• Prepare correspondence including emails, quotations, and minutes.
• Manage and filter the Director's email and highlight urgent items.
• Conduct weekly meetings with the Director to discuss operations.
• Coordinate with internal divisions and external organizations on behalf of the Director.
• Assist communications with all levels of management and staff.
• Advise the Director on impending deadlines for internal and external commitments.
• Attend meetings with the Director and follow up on progress.
• Manage schedule, appointments, meetings, functions, and travel arrangements.
• Provide confidential support across all duties.

Skills

English communication

Organizational skills

Time management

Independent work

Education

Diploma in Business Administration

Tools

Microsoft Office Suite

Zoom

Teams

Webex

Job description

Executive Assistant/Personal Assistant to Director

Job Description

• Provide administrative support to Director
• Prepare correspondence on behalf of Director (email, quotation, minutes of meeting.)
• Manage and maintain Director's email account, filter emails, highlights urgent correspondence.
• Conduct weekly meetings with Director to discuss company business operation.
• Coordinate with Internal divisions/department and external organizations on behalf of Director.
• Mainly to assist Director to communicate and coordinate will 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
• Manage the Director's schedule, appointment, meetings, functions, and travel arrangements, including flights, hotels, transportation, and related intineraries.
• Provide full aspects of aide to Director with confidentiality.

Requirements

• A Diploma degree in Business Administration, communications, or related field is required
• 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
• Good command of English (spoken and written) is required.
• Strong ethical standards, with the ability to handle confidential and sensitive information appropriately.
• Excellent organizational and multitasking skills, with ability to prioritize task and meet deadlines in a fast-paced environment
• Proficient in Microsoft office suite (word, Excel, PowerPoint, Outlook), and familiarity with online collaboration tools (eg: 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 aspect of work, particularly with in handling documents and correspondence
• Able to standby and work on weekends when support is required