PERSONAL ASSISTANT

MAC INNOVATIONS SDN BHD; Ampang Jaya Municipal Council; On-site; MYR 20,000 - 100,000; Full time

Job summary

A dynamic technology firm in Selangor seeks a Personal Assistant to the CEO. You will manage schedules, coordinate meetings, and handle confidential documents. Strong organizational skills and a command of English are vital. The ideal candidate is proactive and detail-oriented, with opportunities for career growth within the company.

Qualifications

• Strong command of English; Mandarin is a plus.
• Fresh graduates welcome, but prior PA experience is an advantage.
• Discreet and able to handle sensitive information.
• Positive attitude, eager to learn and adapt.

Responsibilities

• Manage CEO’s calendar and appointments.
• Prepare materials for board meetings and business presentations.
• Coordinate with department heads on project progress.
• Assist in recruitment logistics and HR file preparation.
• Manage personal errands like travel bookings.

Skills

Strong command of English

Organized and detail-oriented

Self-driven and proactive

Confident with Microsoft Office

Trustworthy and discreet

Adaptable in a fast-paced environment

Experience with Google Workspace

Education

Diploma or Degree in Business Administration or related field

Tools

Microsoft Office

Google Workspace

ClickUp

WhatsApp Web

Canva

Job description

As the Personal Assistant (PA) to the CEO of MAC Innovations, you will play a pivotal role in supporting the CEO across all professional, administrative, and executive tasks. Your work ensures smooth daily operations, efficient communication, and executive focus on strategic business growth. You are the CEO’s right hand, anticipating needs and executing with precision, speed, and discretion.

Executive Support

• Manage CEO’s calendar, appointments, and meeting schedules across both business and personal matters.
• Prepare materials for board meetings, internal reviews, and business presentations (e.g., slides, reports, agendas).
• Coordinate follow-ups, task reminders, and time‑blocking to protect CEO’s focus.

Administrative Management

• Handle confidential documents, business agreements, and filing (e‑filing + hard copies).
• Manage and prioritize emails, WhatsApp messages, and task updates from internal departments.
• Monitor and manage office supply needs, subscriptions, renewals, and system access (e.g., Canva, ClickUp, Zoom).

Business Operations Coordination

• Liaise with department heads to track progress of key projects (marketing, sales, training, finance).
• Follow up on KPIs, staff scorecards, meeting minutes, and prepare summaries for the CEO.
• Assist in recruitment logistics, onboarding of new hires, and preparation of HR files.

Project Assistance

• Help track deadlines for internal training manuals, product launch materials, investor presentations, etc.
• Manage document control and version tracking for company decks, SOPs, pitchbooks, etc.
• Coordinate with external vendors (e.g., printers, event venues, marketing partners) as needed.

Personal & Lifestyle Assistance

• Manage selected personal errands such as booking flights/hotels, restaurant reservations, and gifts.
• Assist in lifestyle calendar planning for events, family milestones, and wellness appointments.

Qualifications

• Diploma or Degree in Business Administration, Communications, or related field.
• Strong command of English (Mandarin is a plus).
• Fresh graduates welcome, but prior PA experience is an advantage.
• Highly organized, structured, and detail‑oriented.
• Discreet, trustworthy, and able to handle sensitive information.
• Confident with Microsoft Office, Google Workspace, ClickUp, WhatsApp Web, and Canva.
• Self‑driven and proactive—takes initiative without waiting to be told.
• Positive attitude, eager to learn and adapt in a fast‑paced entrepreneurial environment.

Performance KPIs

• 95%+ on‑time task and deadline management.
• 24 hour response to key internal coordination tasks.
• Calendar accuracy and double‑booking error rate <5%.
• Weekly summary report prepared every Friday for CEO.
• Positive feedback from CEO and department heads (quarterly review).

Career Growth

• Executive Assistant
• Operations Coordinator / Officer
• Other leadership track roles within MAC Innovations

Application Questions

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Personal Assistant?
• Which of the following Microsoft Office products are you experienced with?
• How many years of recruitment experience do you have?
• Do you have experience in a sales role?