Personal Assisstant

Whitebutter Group Sdn Bhd; Kuala Lumpur; On-site; MYR 48,000 - 72,000; Full time

Job summary

Whitebutter Group Sdn Bhd in Kuala Lumpur is seeking a highly organised Personal Assistant to provide executive and administrative support to the Managing Director / CEO. You will manage the CEO’s schedule, coordinate meetings and handle confidential communications with discretion.

The ideal candidate holds a Diploma or Bachelor’s in business or related field, has excellent English and Bahasa Malaysia, strong organisational and multitasking skills, and proficiency with Microsoft Office and

Qualifications

• Experience supporting a CEO or senior executive preferred.
• Strong written and verbal communication skills in English and Bahasa Malaysia.
• Proven ability to manage multiple tasks and projects simultaneously.
• Confidentiality and professional discretion required.

Responsibilities

• Manage and maintain the CEO's daily schedule, calendar, appointments and commitments.
• Arrange meetings, agendas, documents, presentations and reports.
• Record meeting minutes and track action items, deadlines and follow-up requirements.
• Coordinate internal and external communications and confidential records.
• Arrange business travel and related arrangements.
• Support with event planning and logistics for meetings and engagements.

Skills

Executive support experience

English & Bahasa Malaysia proficiency

Multitasking & time management

Organisational skills

Education

Diploma or Bachelor's Degree in Business Administration / Management or related field

Tools

Microsoft Office

Google Workspace

Job description

We are seeking a highly organised Personal Assistant to provide comprehensive executive, administrative and personal support to the Managing Director / CEO. The role will help ensure effective time management, smooth coordination of daily activities, timely follow-up on management directives and professional communication with internal and external stakeholders. This position requires confidentiality, initiative, sound judgement and a high level of professionalism.

Key responsibilities

Manage and maintain the CEO's daily schedule, calendar, appointments and commitments.

Arrange meetings, business engagements and management discussions, including agendas, documents, presentations and reports.

Record meeting minutes and track action items, deadlines and follow-up requirements.

Manage incoming correspondence, emails, letters, official documents and confidential records.

Coordinate internal and external meetings and ensure the CEO receives the required information and documents in advance.

Liaise with department heads, branch managers and management personnel on behalf of the CEO.

Follow up on instructions and assignments delegated by the CEO, obtain progress updates and highlight urgent or unresolved matters.

Draft replies, emails, official correspondence, company letters, circulars and announcements for the CEO's approval where required.

Handle telephone calls, messages and enquiries professionally and maintain accurate communication records.

Coordinate communications with business partners, suppliers, clients and other stakeholders.

Arrange business travel, accommodation, transportation, itineraries, reservations and related documentation.

Assist with event planning, corporate functions, management activities and logistics for meetings and external engagements.

Provide personal administrative support and manage sensitive information with discretion.

Maintain the CEO Daily Schedule & Appointment Calendar, Daily Task & Instruction Tracking List, Pending Matters & Follow-Up Register, Meeting Schedule & Minutes, Management Action Items Tracker, Important Deadlines & Reminders, Business Correspondence Register and Travel & Business Engagement Records.

Support effective schedule management, task follow-up, administrative accuracy, communication efficiency, deadline management, confidentiality and proactive identification of matters requiring attention.

Perform other reasonable duties and responsibilities assigned by the Managing Director / CEO within the scope of the position.

What we're looking for

Minimum Diploma or Bachelor's Degree in Business Administration, Management or a related field.

Previous experience as a Personal Assistant, Executive Assistant or Administrative Executive is an advantage.

Excellent verbal and written communication skills in English and Bahasa Malaysia.

Proficiency in Microsoft Office, Google Workspace and administrative software.

Strong organisational, time-management, coordination and follow-up skills.

Ability to manage multiple assignments, meet deadlines and work under pressure.

Excellent attention to detail, professionalism, integrity and discretion.

Willingness to work flexible hours when required by management.