Personal Assistant

Senai-Desaru Expressway Berhad; Johor Bahru; On-site; MYR 67,000 - 112,000; Full time

Job summary

Senai-Desaru Expressway Berhad seeks a proactive Personal Assistant to support the CEO with calendar management, meeting coordination, and day-to-day administration. You will handle records, correspondence, travel arrangements and governance-related tasks while maintaining confidentiality and professionalism.

The role requires strong English communication, high organization, and the ability to work independently in a fast-paced, listed-company environment.

Qualifications

• Bachelor’s Degree in Business Administration, Office Management, Secretarial Management or related field.
• Minimum 3-5 years of experience in a secretarial or administrative role, preferably within a public listed company or legal environment.
• Possess good written and oral communication skills.
• Highly organized, detail-oriented and able to work independently with minimal supervision.
• Strong analytical mindset with the ability to filter and prioritize deals effectively.

Responsibilities

• Schedule meetings and manage CEO calendar.
• Provide day-to-day administrative support.
• Prepare and distribute meeting agendas, minutes and supporting documents.
• Responsible for tracking and follow-up on action items arising from HOD meeting minutes.
• Manage and maintain organized records, oversee letter correspondence and handle filing systems for the CEO office to ensure easy access and maintain the confidentiality of information.
• Manage the CEO appointments and travel arrangements efficiently.
• Support compliance with statutory and regulatory obligations.
• Assist in the preparation and filing of documents, regulatory reports and other legal documents.
• Help organize board and committee meetings, including drafting resolutions and minutes.
• Serve as a liaison for internal and external stakeholders on secretarial matters.
• Distribute board materials promptly and manage related communications.
• Communicate with shareholders and relevance authorities.
• Maintain statutory registers and ensure records are accurate and up to date.
• Oversee the filing and secure storage of contracts, agreements and corporate documents.
• Support the implementation of document retention policies in compliance with legal standards.
• Maintain confidentiality and handle sensitive information with discretion.
• Apply basic accounting knowledge to review financial data, assist in budgeting and prepare simple reports (advantageous).
• Act as the first point of contact and represent the CEO in meetings, correspondence and preliminary deal discussions.
• Organize logistics for board meetings.
• Manage meeting arrangements including venues and conferencing tools.
• Ensure all resources and documentation are prepared and available in advance.
• Assist with corporate projects and initiatives.
• Assist in strategic implementation.
• Managing project related tasks, ensuring timely monitoring and execution of assigned activities.
• Perform ad hoc tasks and duties as assigned by the CEO.

Skills

Calendar management

MS Office

Communication skills

Administrative support

Bilingual English

Education

Bachelor's Degree

Tools

MS Outlook

Excel

PowerPoint

Job description

The Personal Assistant will report directly to the Chief Executive Officer (CEO).

Schedule meetings and manage CEO calendar.

Provide day-to-day administrative support.

Prepare and distribute meeting agendas, minutes and supporting documents.

Responsible for tracking and follow-up on action items arising from HOD meeting minutes.

Manage and maintain organized records, oversee letter correspondence and handle filing systems for the CEO office to ensure easy access and maintain the confidentiality of information.

Manage the CEO appointments and travel arrangements efficiently.

Governance and Compliance

Support compliance with statutory and regulatory obligations.

Assist in the preparation and filing of documents, regulatory reports and other legal documents.

Help organize board and committee meetings, including drafting resolutions and minutes.

Communication and Coordination

Serve as a liaison for internal and external stakeholders on secretarial matters.

Distribute board materials promptly and manage related communications.

Communicate with shareholders and relevance authorities.

Record Keeping and Documentation

Maintain statutory registers and ensure records are accurate and up to date.

Oversee the filing and secure storage of contracts, agreements and corporate documents.

Support the implementation of document retention policies in compliance with legal standards.

Maintain confidentiality and handle sensitive information with discretion.

Apply basic accounting knowledge to review financial data, assist in budgeting and prepare simple reports (advantageous).

Meeting and Event Coordination

Act as the first point of contact and represent the CEO in meetings, correspondence and preliminary deal discussions.

Organize logistics for board meetings.

Manage meeting arrangements including venues and conferencing tools.

Ensure all resources and documentation are prepared and available in advance.

Special Projects and Support

Assist with corporate projects and initiatives.

Assist in strategic implementation.

Managing project related tasks, ensuring timely monitoring and execution of assigned activities.

Perform ad hoc tasks and duties as assigned by the CEO.

Job Requirements

Bachelor’s Degree in Business Administration, Office Management, Secretarial Management or related field.

Minimum 3-5 years of experience in a secretarial or administrative role, preferably within a public listed company or legal environment.

Possess good written and oral communication skills.

Highly organized, detail-oriented and able to work independently with minimal supervision.

Strong analytical mindset with the ability to filter and prioritize deals effectively.

Excellent English communication skills, both written and verbal, with sound judgment and decision-making abilities.

Proficiency in MS Office and Outlook, good in Excel analysis, Word and PowerPoint.

This position demands a proactive individual who can efficiently manage the CEO office tasks while upholding the highest level of professionalism and confidentiality.

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