Personal Assistant

Scanwolf Corporation Berhad; Kuala Lumpur; On-site; MYR 89,000 - 156,000; Full time

Job summary

Scanwolf Corporation Berhad in Kuala Lumpur, Malaysia, seeks a highly organized Personal Assistant with a strong background in Accounts and Finance to support our Managing Director. The role requires managing calendars, arranging travel, drafting correspondence, and handling confidential information.

You will assist with budgeting, financial reporting, cash flow management, invoicing, and liaison with vendors and internal teams.

Qualifications

• Experience as Personal Assistant or executive assistant.
• Strong understanding of financial processes.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide comprehensive administrative support to the Managing Director, including calendars, appointments, and travel.
• Draft and proofread correspondence, reports, and presentations.
• Screen communications and prioritise matters for the MD.
• Organize filing systems and maintain financial documents.
• Assist with budgeting, financial reporting, and cash flow management.
• Coordinate travel arrangements and liaise with vendors and internal teams.
• Maintain confidentiality and ensure compliance with policies.

Skills

Administrative support

Calendar management

Travel coordination

Financial literacy

Budgeting

AP/AR familiarity

Vendor liaison

Communication

Confidentiality

Tools

MS Office Suite

Excel

Job description

Highly organized and proactive Personal Assistant with a strong background in Accounts and Finance to support our Managing Director. 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 Director, 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 at 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 the travel plan.
• Manage 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 prayer food for praying on the 1st and 15th day of the lunar calendar month in the MD room.
• Assist in watering plants every 2 days if any in the MD rooms.
• Assist in preparing water and tea when the MD enters the office.
• Ensure MD’s stationery are replenished and prepared for his usage.
• Performs other required functions from time to time as may be assigned by the MD.