Executive Personal Assistant & Business Coordinator

Gold Bar Central Sdn Bhd; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Gold Bar Central Sdn Bhd seeks an Executive Personal Assistant & Business Coordinator in Kuala Lumpur to provide comprehensive support to the CEO and Country Manager. The role covers executive assistance, bullion coordination, office administration, business development, and financial/compliance support in a fast-paced environment.

The successful candidate will demonstrate high confidentiality, initiative, and reliability, with strong English and Bahasa Malaysia language skills.

Qualifications

• Education and experience in executive support roles are essential.

Responsibilities

• Manage CEO/Country Manager's daily schedule, appointments, meetings and commitments.

Skills

English

Bahasa Malaysia

Mandarin

Organizational skills

Confidentiality

Initiative

Detail-oriented

Travel willingness

Education

Diploma/Bachelor's in Business Administration/Finance

3–5 years PA/EA experience

Job description

Executive Personal Assistant & Business Coordinator

The Personal Assistant will provide comprehensive executive, administrative, and operational support to the CEO & Country Manager in managing Gold Bar Central Sdn Bhd's business activities in Malaysia.

The successful candidate must demonstrate excellent organizational skills, professionalism, confidentiality, initiative, and the ability to work independently in a fast-paced, commercially sensitive environment.

2. Key responsibilities

A. Executive and personal assistance (25%)

• Manage the CEO's daily schedule, appointments, meetings, and business commitments.
• Coordinate domestic and international business travel, including flights, accommodation, transportation, and itineraries.
• Prepare business correspondence, presentations, reports, and meeting agendas.
• Attend meetings when required, record minutes, and follow up on action items.
• Screen and prioritize telephone calls, emails, WhatsApp messages, and business inquiries.
• Coordinate reasonable personal administrative arrangements for the CEO when required.
• Maintain strict confidentiality regarding the CEO's business activities, financial matters, and personal information.

B. Gold bullion trading coordination (20%)

• Assist in coordinating daily physical gold bullion purchasing, selling, and collection activities.
• Communicate with suppliers, buyers, business partners, and authorized gold dealers.
• Maintain records of gold transactions, including quantities, purity, weight, serial numbers, and transaction documentation.
• Coordinate with approved logistics and secure transportation providers, including Loomis where applicable.
• Follow up on gold deliveries, collection schedules, and transaction documentation.
• Assist with preparing daily and weekly transaction summaries.
• Ensure transaction information is accurately recorded and submitted to the appropriate personnel for verification

Important: The PA should not independently negotiate binding gold prices, authorize purchases or sales, handle bullion, or approve payments unless specifically authorized under documented company procedures.

C. Office administration and management (20%)

• Oversee day-to-day administrative requirements at the Kuala Lumpur office.
• Liaise with Q Sentral building management, security personnel, landlords, and maintenance contractors.
• Coordinate office supplies, equipment maintenance, utilities, and service providers.
• Maintain organized filing systems for company documents, contracts, invoices, and correspondence.
• Coordinate staff attendance, leave records, and administrative HR matters.
• Monitor office expenditure and prepare expense summaries.
• Ensure that office-related permits, insurance, contracts, and administrative renewals are monitored.

D. Business development and stakeholder coordination (15%)

• Support the CEO in arranging meetings with prospective customers, suppliers, investors, and strategic partners.
• Prepare company profiles, business presentations, and introductory correspondence.
• Maintain updated databases of clients, suppliers, and business contacts.
• Follow up on business opportunities and outstanding proposals.
• Coordinate communications between the Malaysia office and overseas business partners.
• Assist with organizing corporate visits, business events, and meetings.

E. Financial administration and compliance support (10%)

• Prepare and organize invoices, receipts, expense claims, and payment requests.
• Coordinate with the company's accounting, legal, corporate secretarial, and compliance service providers.
• Maintain supporting documentation for gold bullion transactions and business expenditures.
• Assist with customer and supplier due-diligence documentation, including KYC and AML/CFT processes.
• Track outstanding invoices, payments, and documentation.
• Escalate suspicious transactions, discrepancies, or missing documents to authorized management or compliance personnel.
• The PA's role is administrative support, not independent compliance approval or financial authorization.

F. Reporting and special assignments (10%)

• Prepare daily updates on pending matters and executive priorities.
• Compile weekly operational and administrative reports.
• Track business deadlines and outstanding action items.
• Coordinate special projects assigned by the CEO.
• Assist with research, data compilation, and internal business planning.

3. Qualifications and requirements

Criteria Recommended requirement

• Education Diploma or Bachelor's Degree in Business Administration, Management, Finance, or related discipline
• Experience 3–5 years in PA, Executive Assistant, or corporate administration roles
• Languages Proficient English and Bahasa Malaysia; Mandarin highly preferred
• Industry experience Finance, commodities, precious metals, logistics, or trading preferred
• Personality Trustworthy, discreet, resourceful, proactive, and detail-oriented
• Flexibility Willingness to support occasional travel and time-sensitive business matters