Executive Personal Assistant & Office Manager

XChangeLab; Johor; On-site; MYR 33,000 - 60,000; Full time

Job summary

XChangeLab is seeking a hands-on Personal Assistant / Office Manager based in Johor Bahru, Malaysia. The role reports directly to the owner/CEO and blends office administration, HR support, and accounting assistance to keep the owner focused on strategic priorities.

You'll coordinate office operations, vendor management, recruitment, onboarding, and ensure compliance with Malaysian rules. This role requires English fluency, practical IT skills, discretion, and a proactive, organized mindset to

Qualifications

• 1–2 years of experience in admin, office management or HR.
• Fluent English, spoken and written.
• Right to work in Malaysia.
• Comfortable with computers: email, spreadsheets, calendar, messaging apps.
• Able to keep information confidential.
• Calm, reliable and proactive.

Responsibilities

• Run daily office matters: supplies, equipment, repairs, and vendor management.
• Organize meetings, calls, trips, visas, flights, and hotels.
• Keep the owner's calendar and remind them of tasks and deadlines.
• Handle office and housing rentals: contracts, payments, and renewals.
• Deal with Malaysian authorities on licenses, registrations, renewals.
• Organize courier services, deliveries, and document logistics.
• Keep the company's document archive, paper and digital.
• Handle personal tasks for the owner: from booking a restaurant to organizing a move.
• Find and hire people: post job ads, screen resumes, and schedule interviews.
• Run first-round interviews and prepare candidates for the owner's interview.
• Onboard new hires: contracts, paperwork, access, and workstation setup.
• Track leave, sick days, and working hours for office staff.
• Keep employment paperwork in line with Malaysian rules with lawyers/agents as needed.
• Track office expenses and receipts; prepare simple expense reports.
• Support the accountant or outside agent: gather documents, bills, and invoices.
• Keep regular office bills (rent, internet, utilities) tracked.

Skills

Fluent English

Organized

Detail-oriented

Self-starter

Proactive

Communicates well

Confidentiality

Multitasking

Tools

Email

Spreadsheets

Calendar apps

Messaging apps

Job description

XChangeLab is seeking a hands-on Personal Assistant / Office Manager based in Johor Bahru, Malaysia. The role reports directly to the owner/CEO and blends office administration, HR support, and accounting assistance to keep the owner focused on strategic priorities.

You'll coordinate office operations, vendor management, recruitment, onboarding, and ensure compliance with Malaysian rules. This role requires English fluency, practical IT skills, discretion, and a proactive, organized mindset to