Office Administrator & Personal Assistant to the Managing Director

NXTLEARN; Subang Jaya; Sur place; MYR 42 000 - 66 000; Plein temps

Résumé du poste

NXTLEARN in Subang Jaya is seeking an Office Administrator & Personal Assistant to support the Managing Director and run daily office operations. You will greet visitors, manage schedules, handle documents, coordinate with departments, and assist with travel and events.

Proactive, discreet, and well-organised candidates who speak English and Bahasa Malaysia are preferred. Requirements include a Diploma, at least 1 year in office admin or PA roles, a valid Malaysian driving licence, and

Qualifications

• Minimum Diploma in any field; a Diploma in Business Administration, Management or Secretarial Studies is an advantage.
• At least 1 year of experience in office administration, executive assistance, customer service or a similar role.
• Experience supporting senior management or a Managing Director is an advantage.
• Valid Malaysian driving licence with a clean driving record, and confidence driving executive or luxury vehicles.
• Flexibility to work occasional hours outside the normal schedule when driving or supporting the Managing Director.
• Excellent organisational, time management and multitasking skills.
• Good written and spoken English and Bahasa Malaysia.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Able to prepare professional correspondence, reports and presentations.
• Comfortable using digital tools and AI-assisted applications to work more efficiently.

Responsabilités

• Run day-to-day administration of the office and support MD as Personal Assistant.
• Act as first point of contact for visitors and students; manage welcome and inquiries.
• Coordinate between MD, departments and staff; track assignments and deadlines.
• Provide regular progress updates and flag delays to MD.
• Coordinate meetings, events and company initiatives; liaise with vendors and service providers.

Connaissances

Organisational skills

Communication skills

Microsoft Office

Time management

Customer service

Driving (Malaysian license)

Formation

Diploma in Business Administration

Diploma in Secretarial Studies

Outils

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Description du poste

Position: Office Administrator & Personal Assistant (PA)

Department: Managing Director's Office

1. POSITION OVERVIEW

We are looking for a highly organised, proactive and personable individual to run the day-to-day administration of our office while serving as the Managing Director's trusted personal assistant.

You will act as the first point of contact for visitors and students, and support the Managing Director with scheduling, documentation, travel, driving and follow-up on management matters.

This role suits someone who communicates well, pays close attention to detail, handles sensitive information with discretion, and is comfortable managing several responsibilities independently.

A. Personal Assistant to the Managing Director

• Prepare reports, presentations, and other documents as required.
• Drive the Managing Director to meetings, appointments, business functions and other destinations when required.
• Manage the Managing Director's vehicles, including servicing, repairs, insurance, road tax renewal and cleanliness.

B. Management Coordination & Follow-Up

• Act as the coordination point between the Managing Director, departments and staff.
• Communicate the Managing Director's instructions to staff and track the resulting assignments, deliverables and deadlines.
• Follow up with responsible staff to ensure tasks are completed on time.
• Provide the Managing Director with regular progress updates, and promptly flag delays or matters needing attention.
• Support the coordination of special projects, operational matters and company initiatives.
• Maintain strict confidentiality on management decisions, business information and personal matters.

C. Reception & Customer Service

• Welcome visitors and attend to student enquiries.
• Provide friendly, courteous and efficient assistance to visitors, students and business associates.
• Direct visitors and enquiries promptly to the appropriate department or person.
• Assist students in filling in the required forms.

D. Office Administration & Operations

• Manage office supplies, stationery and equipment.
• Coordinate office maintenance, repairs and cleaning to keep the workplace clean, organised and professional.
• Liaise with vendors, contractors, suppliers and other external service providers.
• Organise administrative arrangements for meetings, events and company activities.

3. JOB REQUIREMENTS

Education & Experience

• Minimum Diploma in any field; a Diploma in Business Administration, Management or Secretarial Studies is an advantage.
• At least 1 year of experience in office administration, executive assistance, customer service or a similar role.
• Experience supporting senior management or a Managing Director is an advantage.
• Valid Malaysian driving licence with a clean driving record, and confidence driving executive or luxury vehicles.
• Flexibility to work occasional hours outside the normal schedule when driving or supporting the Managing Director.
• Excellent organisational, time management and multitasking skills.
• Good written and spoken English and Bahasa Malaysia.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Able to prepare professional correspondence, reports and presentations.
• Comfortable using digital tools and AI-assisted applications to work more efficiently.

4. PERSONAL ATTRIBUTES

We are looking for someone who is:

• Proactive and self-motivated: takes initiative, anticipates needs and acts without waiting for instructions.
• Well-organised: prioritises effectively, juggles multiple tasks and meets deadlines.
• Responsible and reliable: takes ownership, follows through on commitments and sees tasks to completion.
• Detail-oriented: keeps documents, schedules and follow-ups accurate and consistent.
• Discreet and trustworthy: handles confidential business and personal information with integrity.
• Friendly and service-minded: approachable, polite and genuinely willing to help others.
• Patient and composed: stays calm and professional when handling enquiries, complaints or difficult situations.
• Presentable and professional: well-groomed, with a positive attitude and appropriate conduct with management, visitors and external parties.