Personal Assistant

HALLSON CONSTRUCTION SDN. BHD.; Kuala Lumpur; On-site; MYR 54,000 - 78,000; Full time

Job summary

HALLSON CONSTRUCTION SDN. BHD. is seeking a highly organized Personal Assistant with a background in Accounts and Finance to support the Managing Director.

The role requires exemplary administrative skills, confidentiality, and the ability to coordinate travel, meetings, and finances. Responsibilities include calendar management, budgeting support, reporting, and liaising with stakeholders. The ideal candidate has 4–5 years of related experience, strong communication, and a proactive,

Qualifications

• Bachelor’s degree or equivalent in a business/administration field.
• 4–5 years of PA/EA experience supporting senior management.
• Strong calendar, travel, and meeting coordination skills.
• Excellent organizational and communication abilities.
• Ability to handle confidential information with discretion.
• Willingness to support both business and personal matters for MD.

Responsibilities

• Provide comprehensive administrative support to the Managing Director, including calendars, appointments, and travel arrangements.
• Draft and proofs of correspondence, reports, and presentations for the MD.
• Screen communications and prioritize matters for the MD’s attention.
• Organize filing systems and maintain financial documents.
• Assist with budgeting, financial planning, and reporting.
• Maintain financial records and ensure compliance with policies.
• Support cash flow management, invoicing, and receipts.
• Coordinate with departments on business and financial projects.
• Maintain confidentiality and compliance in all tasks.
• Act as liaison with internal/external stakeholders and prepare meeting materials.
• Plan and coordinate travel including visas and itineraries.
• Assist with prayer arrangements and related scheduling when required.

Skills

Administrative skills

Calendar management

Travel arrangements

Budgeting support

Communication

Interpersonal skills

Time management

Confidentiality

Problem-solving

Discretion

Education

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

Job description

Highly organized and proactive Personal Assistant with a background in Accounts and Finance to support our Managing Director and Personal Assistant. The ideal candidate will possess excellent administrative skills, have a strong understanding of financial processes, and demonstrate a keen ability to manage tasks effectively while maintaining confidentiality and professionalism.

Key Responsibilities:-

Administrative Support:

Provide comprehensive administrative support to the Managing including managing calendars, scheduling appointments, and organizing travel arrangements.

Draft and proofread correspondence, reports, and presentations for the Managing Director.

Screen phone calls, emails, and other communications and prioritize matters for the Managing Director’s attention.

Organize and maintain filing systems, ensuring proper documentation of important records and financial documents.

Accounts & Finance:

Assist with budgeting, financial planning, and preparation of reports.

Maintain and update financial records, ensuring accuracy and compliance with company policies.

Prepare and reconcile expense reports and track financial transactions.

Assist in the management of cash flow, invoicing, payments, and receipts.

Monitor and track accounts payable and receivable, liaising with vendors, clients, and internal teams to ensure timely and accurate transactions.

Assist the Managing Director with financial decision-making by preparing data and reports for review.

Support the Managing Director in audits, financial reviews, and other finance-related projects.

Project Coordination:

Help plan and manage special projects, ensuring deadlines are met and resources are effectively allocated.

Coordinate with various departments to gather and present information on ongoing business and financial projects.

Confidentiality & Compliance:

Maintain the highest level of confidentiality, particularly regarding sensitive financial data, contracts, and business dealings.

Ensure compliance with relevant company policies and financial regulations.

Liaison and Communication:

Act as the primary point of contact between the Managing Director and internal/external stakeholders, handling requests and inquiries efficiently.

Coordinate and prepare meeting materials, including agendas, reports, and follow-up actions.

Maintain strong relationships with key clients, suppliers, and partners.

Travel Planning & Coordination:

Manage the full travel process, including booking flights, accommodations, car rentals, and transportation. Ensure all logistics are in place for business trips, conferences, and client visits.

Research and recommend travel options. Good in apps research such as Xiao Hong Shu, Instagram, TikTok and etc.

Optimize travel itineraries at good costs while maximizing efficiency and comfort.

Ensure all travel arrangements are well prepared for travel planned.

Good in planning for bookings for flights, hotels, meeting venues, and other accommodations, ensuring timely confirmations.

Liaise with travel agencies and suppliers to negotiate rates and obtain the best options.

Assist with the preparation of necessary documentation, such as visas, travel insurance, and itineraries, ensuring compliance with both domestic and international travel regulations.

Provide detailed itineraries and travel documents to travelers. Prepare necessary materials for meetings, events, and conferences related to business travel.

Provide continuous support during trips, assisting with any unforeseen changes or issues, including cancellations, re-bookings, and emergency situations.

Gather feedback from travelers on their experiences and ensure any post-trip requirements are met. Track and analyze travel spending trends for future improvements.

Praying Assist

Assist in preparing prayers food for praying on every 1st and 15th day of the lunar calendar month in the MD room.

Assist in water plants every 2 days if any in MD rooms.

Assist in preparing water and tea when MD enters the office.

Ensure MD’s stationeries are replenished and prepared for his usage.

Performs other required functions from time to time as may be assigned by MD.

Job Requirement:

Ability to communicate effectively with Chinese-speaking investors and stakeholders when required.

Able to assist with the preparation and coordination of traditional Chinese prayer arrangements, including related items and schedules, when required.

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

Minimum 4–5 years of relevant working experience in a Personal Assistant, Executive Assistant, or similar role supporting senior management.

Strong knowledge of calendar management, scheduling, travel arrangements, and meeting coordination.

Excellent organizational and administrative skills, with strong attention to detail.

Strong time-management skills and ability to manage multiple tasks and priorities effectively.

Excellent communication and interpersonal skills with the ability to interact professionally with stakeholders at all levels.

Strong problem-solving skills, sound judgment, and decision-making abilities.

High level of integrity, professionalism, and discretion in handling confidential and sensitive information.

Ability to work effectively in a diverse and dynamic working environment.

Willing to handle both business and personal matters assigned by Management, including occasional travel and flexible working hours when required.

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