(PA) – with Optional Functional Role

Ajinoriki Msg; Kuala Lumpur; Hybrid; MYR 30,000 - 50,000; Full time

Job summary

A dynamic administrative firm is seeking a highly organized and proactive Personal Assistant (PA) to support the Managing Director with secretarial and administrative tasks. The role includes managing schedules, coordinating meetings, handling correspondence, and arranging travels. Candidates must choose one additional scope—either Sales Support or Purchasing Support. A diploma in Business Administration and prior PA experience are required, with a preference for skills in multitasking and Microsoft Office proficiency.

Qualifications

• Minimum Diploma in Business Administration or related field.
• Strong experience in PA/Secretarial work is mandatory.
• Experience in either Sales / Purchasing / Project Coordination is an advantage.

Responsibilities

• Manage the boss’s daily schedules, appointments, and weekly agenda.
• Coordinate meetings, prepare minutes, and follow up on action items.
• Handle confidential documents and correspondence.
• Draft emails, letters, memos, and management reports.
• Arrange travel, logistics, and itineraries.
• Assist in any ad‑hoc tasks assigned by the Managing Director.

Skills

Organizational skills

Reliability

Discretion

Multitasking

Microsoft Office proficiency

Education

Diploma in Business Administration or related field

Job description

We are seeking a highly organized and proactive Personal Assistant (PA) who will support the Managing Director in all secretarial and administrative matters.

The PA role is compulsory and the core function of this position.

In addition, the candidate must be willing to take up ONE additional scope depending on their strength or experience:

Purchasing Support or Project Coordination

This role requires flexibility to travel between Plaza Arkadia and Bestari Jaya, depending on the boss’s weekly schedule.

Core Responsibilities (Compulsory PA Scope)

• Manage the boss’s daily schedules, appointments, and weekly agenda.
• Coordinate meetings, prepare minutes, and follow up on action items.
• Handle confidential documents and correspondence.
• Draft emails, letters, memos, and management reports.
• Arrange travel, logistics, and itineraries.
• Coordinate with internal departments and act as the key liaison for the boss.
• Assist in any ad‑hoc tasks assigned by the Managing Director.

Additional Functional Scope (Candidate must choose ONE)

Option A: Sales Support

• Assist in preparing quotations, proposals, and sales documents.
• Maintain customer records and handle basic customer enquiries.
• Support the sales team with follow‑ups and reporting.
• Assist in preparing sales presentations and analysis.

Option B: Purchasing Support

• Obtain quotations from suppliers and assist in supplier sourcing.
• Prepare purchase requisitions and follow up on Purchase Orders (POs).
• Liaise with suppliers on pricing, delivery, and documentation.
• Update purchasing files and assist in monthly purchasing reports.
• Assist Project Managers in preparing documentation, schedules, and updates.
• Follow up on project timelines, tasks, and progress.
• Coordinate with internal teams to ensure project requirements are met.
• Prepare project status reports and maintain project records.

Requirements

• Minimum Diploma in Business Administration or related field.
• Strong experience in PA/Secretarial work is mandatory.
• Experience in either Sales / Purchasing / Project Coordination is an advantage.
• Must be willing to travel between Plaza Arkadia and Bestari Jaya based on weekly schedule.
• Highly organized, reliable, discreet, and able to multitask.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).