Executive/Personal Assistant

MoatLoaf; Kuala Lumpur; Hybrid; MYR 100,000 - 150,000; Full time

Job summary

A leading company in Kuala Lumpur is seeking a dependable Executive Assistant & Personal Secretary to support a busy executive. This hybrid role requires fluency in Mandarin, solid organization skills, and proficiency with digital tools. The successful candidate will manage daily schedules, communications, and tasks while maintaining high confidentiality. With a focus on efficiency, you'll help streamline operations and ensure smooth collaboration with diverse personalities.

Qualifications

• Fluent in Mandarin, with excellent spoken and written English.
• Comfortable with digital tools and cloud-based systems.
• Discreet, trustworthy, and can handle confidential matters.

Responsibilities

• Manage calendars, appointments, and daily scheduling.
• Communicate on behalf of the executive across various platforms.
• Coordinate errands and arrange travel including restaurant reservations.

Skills

Fluent in Mandarin

English proficiency

Conversational in Malay and Cantonese

Highly organized

Proactive

Tech-savvy

Tools

Notion

ChatGPT

Claude

Grok

Job description

We’re looking for a dependable, detail-oriented Executive Assistant & Personal Secretary to support both the personal and professional day-to-day needs of a busy executive. This is a hybrid role — mostly remote — but you must be based in Kuala Lumpur and available to run errands or attend meetings locally when needed. Occasional overseas travel may be required, though this will be extremely rare.

You’ll be trusted with handling sensitive tasks, communicating clearly across channels, and ensuring things run smoothly behind the scenes. You should be quick to respond, highly tech-savvy, and comfortable juggling multiple moving parts. You should also value long-term solutions and be open to learning and growing with the role over time.

This role requires someone who is naturally proactive, meticulous about efficiency, and skilled at planning ahead. You should enjoy researching travel deals, comparing options across platforms, and creating streamlined itineraries or schedules. You should be comfortable living on your phone, constantly connected, and fluent in using digital tools such as Notion, ChatGPT, Claude, Grok, and other AI or automation platforms — or eager to learn and master them quickly.

Requirements

Fluent in Mandarin (spoken and written)

Conversational in Malay and Cantonese

Excellent spoken and written English with a clear American or British accent

Deep familiarity with Western culture, etiquette, and communication norms

Extremely comfortable using smartphones, digital tools, and cloud-based systems

Experienced with or willing to learn tools like Notion, ChatGPT, Claude, Grok, and other AI platforms

Highly organized with strong memory and attention to detail

Proactive, efficient, and naturally skilled at planning ahead

Emotionally intelligent and able to work well with diverse personalities

Comfortable solving problems independently with limited direction

Discreet, trustworthy, and professional when handling confidential matters

Based in Kuala Lumpur with Malaysian citizenship or permanent residency

Key Responsibilities

Manage calendars, appointments, reminders, and daily scheduling

Communicate on behalf of the executive via email, WhatsApp, WeChat, and other platforms

Coordinate errands, deliveries, purchases, and reservations in Kuala Lumpur — and occasionally in Hong Kong or other cities

Research and recommend top restaurants, services, products, and travel options (including securing the best deals)

Make follow-up calls and ensure outstanding tasks are completed

Track and organize receipts, documents, and digital files

Occasionally attend meetings or manage logistics during rare travel situations

Respond promptly and reliably to messages or assignments during work hours

Unlock job insights

Salary match Number of applicants Skills match

Your application will include the following questions:

Which of the following statements best describes your right to work in Malaysia? What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have as an Executive Personal Assistant? Which of the following languages are you fluent in? Do you have secretarial experience? How would you rate your English language skills? How would you rate your Bahasa Malaysia language skills?

What can I earn as an Executive Personal Assistant