Executive Assistant (Project Management)

Cloone Corporation; Selangor; On-site; MYR 67,000 - 112,000; Full time

Job summary

Jora Malaysia is seeking a capable Personal Assistant / Project Coordinator to provide day-to-day administrative and personal support to management in Selangor. You will manage calendars, coordinate meetings, prepare agendas and minutes, and monitor project progress to ensure timely delivery.

The role involves liaising with internal teams, clients, and vendors, as well as preparing project documents, reports, and presentations.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Management, IT, or related field.
• 1–3 years of working experience in Personal Assistant, Project Coordinator, Project Management, Executive Assistant, or similar roles preferred.
• Strong written and verbal communication in Mandarin, English and Bahasa Malaysia.
• Strong organisational, coordination, and follow-up skills.
• Experience in IT/software projects, system development, digital projects, or technology companies is a plus.
• Willing to learn and adapt quickly to changing priorities.

Responsibilities

• Provide day-to-day administrative and personal assistance to management.
• Manage management's calendar, appointments, meetings, reminders, and schedules.
• Prepare meeting agendas, take meeting minutes, and follow up on action items.
• Coordinate and monitor project progress, timelines, deliverables, and outstanding tasks.
• Follow up with internal teams to ensure tasks are completed on time.
• Liaise with customers, vendors, partners, and other stakeholders as required.
• Assist in preparing project documents, proposals, quotations, reports, presentations, and other business documents.
• Maintain proper records and documentation for ongoing projects.
• Arrange meetings, travel, company activities, and other management-related matters.
• Highlight delays, issues, risks, and pending decisions to management.
• Support management in tracking priorities and ensuring important matters are followed through.
• Provide basic HR support including recruitment coordination, interview scheduling, onboarding arrangements, and employee engagement activities.
• Assist with office administration, pantry supplies, purchases, and general workplace needs.
• Handle confidential information professionally and with discretion.
• Perform other administrative, operational, and project-related duties.

Skills

Organisational skills

Coordination

Follow-up skills

Communication skills

MS Office / Google Workspace

Education

Diploma or Bachelor's Degree in Business Administration, Management, Project Management, IT, or related field

Tools

Microsoft Office

Google Workspace

Word

Excel

PowerPoint

Google Sheets

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Provide day-to-day administrative and personal assistance to management.

Manage management's calendar, appointments, meetings, reminders, and schedules.

Prepare meeting agendas, take meeting minutes, and follow up on action items.

Coordinate and monitor project progress, timelines, deliverables, and outstanding tasks.

Follow up closely with internal teams to ensure assigned tasks are completed on time.

Liaise with customers, vendors, partners, and other stakeholders when required.

Assist in preparing project documents, proposals, quotations, reports, presentations, UAT documents, and other business documentation.

Maintain proper records and documentation for ongoing projects.

Arrange meetings, travel, company activities, and other management-related matters when required.

Highlight project delays, issues, risks, and pending decisions to management.

Support management in tracking priorities and ensuring important matters are followed through.

Provide basic HR support, including recruitment coordination, interview scheduling, onboarding arrangements, and employee-related activities such as support employee engagement, staff welfare, and company activities as required.

Assist with office administration, including pantry supplies, office purchases, and general workplace needs.

Handle confidential information professionally and with discretion.

Perform other administrative, operational, and project-related duties assigned by management.

Key Responsibilities

• Provide day-to-day administrative and personal assistance to management.
• Manage management's calendar, appointments, meetings, reminders, and schedules.
• Prepare meeting agendas, take meeting minutes, and follow up on action items.
• Coordinate and monitor project progress, timelines, deliverables, and outstanding tasks.
• Follow up closely with internal teams to ensure assigned tasks are completed on time.
• Liaise with customers, vendors, partners, and other stakeholders when required.
• Assist in preparing project documents, proposals, quotations, reports, presentations, UAT documents, and other business documentation.
• Maintain proper records and documentation for ongoing projects.
• Arrange meetings, travel, company activities, and other management-related matters when required.
• Highlight project delays, issues, risks, and pending decisions to management.
• Support management in tracking priorities and ensuring important matters are followed through.
• Provide basic HR support, including recruitment coordination, interview scheduling, onboarding arrangements, and employee-related activities such as support employee engagement, staff welfare, and company activities as required.
• Assist with office administration, including pantry supplies, office purchases, and general workplace needs.
• Handle confidential information professionally and with discretion.
• Perform other administrative, operational, and project-related duties assigned by management.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Project Management, IT, or a related field.
• At least 1-3 years of working experience in Personal Assistant, Project Coordinator, Project Management, Executive Assistant, or similar roles is preferred.
• Fresh graduates with strong organisational and communication skills may also be considered.
• Strong organisational, coordination, and follow-up skills.
• Able to manage multiple tasks and projects simultaneously.
• Good written and verbal communication skills in Mandarin, English and Bahasa Malaysia.
• Preferably Mandarin/Cantonese speaking talents to effectively communicate with Mandarin/Cantonese-speaking clients
• Proficient in Microsoft Office / Google Workspace, especially Word, Excel, PowerPoint, and Google Sheets.
• Able to prepare professional emails, meeting minutes, reports, and presentations.
• Comfortable communicating and coordinating with different departments and levels of management.
• Responsible, detail-oriented, proactive, and able to work with minimal supervision.
• Good problem-solving skills and ability to work under deadlines.
• Experience in IT/software projects, system development, digital projects, or technology companies will be an added advantage.
• Willing to learn and able to adapt quickly to changing priorities.

Preferred Characteristics

We are looking for someone who is:

• Proactive and takes ownership of tasks.
• Strong in follow-up and does not let important matters fall through the cracks.
• Organised and systematic.
• Confident in communicating with management and team members.
• Able to understand project requirements and translate discussions into clear action items.
• Reliable, trustworthy, and comfortable handling confidential matters.
• Flexible and able to support both management-level administrative work and project coordination.