Personal Assistant

Chin Hin Group Berhad

Kuala Lumpur

On-site

MYR 40,000 - 60,000

Full time

14 days+

Application generator

Stand out for this role — generate a tailored resume and cover letter in about a minute.

Get past ATS filters

Benefits offered by this job

Medical Coverage

Dental Coverage

Insurance Coverage

Employee Training

Wellness Activities

Shuttle Van Service

Job summary

Chin Hin Group Berhad seeks a Personal Assistant/Secretary to provide professional secretarial support for three Senior Management Principals. The role includes calendar management, travel arrangements, visitor coordination, and meeting logistics.

Ideal candidates will have a degree in relevant fields, at least two years of experience, excellent communication skills, and the ability to handle multiple tasks effectively.

Qualifications

Minimum 2 years of experience in a secretarial or executive administrative role.
Highly meticulous, detail-oriented, and able to manage competing priorities.
Fluent in English, Mandarin, and Bahasa Malaysia.

Responsibilities

Manage calendars and appointments for all 3 Principals.
Plan and coordinate all travel arrangements for the Principals.
Coordinate and host visitors and guests for the Principals.
Schedule meetings and take accurate minutes.
Manage incoming and outgoing correspondence.

Skills

Calendar Management

Travel Coordination

Communication Skills

Organizational Skills

Multitasking

Microsoft Excel

Power BI

PowerPoint

Word

AI Productivity Tools

Education

Diploma or Bachelor's Degree in Secretarial Studies or Business Administration

Job description

The Personal Assistant / Secretary provides comprehensive, professional and confidential secretarial support for three (3) Principals of Senior Management. The role covers calendar and schedule management, travel coordination, visitor hosting, meeting and minutes support, correspondence, and ad hoc requirements, ensuring smooth day-to-day operations for all 3 Principals.

Job Responsibilities :

A. Calendar & Schedule Management

Manage and coordinate daily, weekly and monthly calendars for all 3 Principals, ensuring appointments and commitments are accurately scheduled without conflict.
Prioritise and balance scheduling requests fairly across all 3 Principals; proactively identify and resolve clashes in advance.
Provide each Principal with timely reminders and daily schedule briefings.
Reschedule or reprioritise appointments promptly as instructed, keeping all affected parties informed.

B. Travel & Flight Arrangements

Plan, book and coordinate all travel arrangements for the 3 Principals, including flights, visas, hotel accommodation, ground transportation and dining reservations.
Prepare complete travel itineraries and travel documents for each Principal, and provide backup plans for changes, delays or cancellations.
Coordinate airport transfers and liaise with drivers to align pick-up/drop-off timing with each Principal's flight schedule.
Monitor travel costs and ensure bookings are made promptly and cost-effectively.

C. Visitor & Guest Management

Coordinate and host visitors and guests meeting with any of the 3 Principals, ensuring a professional and welcoming experience.
Liaise with reception, security and drivers on visitor access, parking and hospitality arrangements.
Prepare meeting rooms, refreshments and materials ahead of guest visits.
Manage visitor schedules to avoid overlap and ensure each Principal is well-prepared ahead of each visit.

D. Meeting Coordination & Minutes

Schedule and coordinate logistics for meetings involving any of the 3 Principals, both internal and external.
Prepare meeting agendas, materials and documents in advance, and circulate to relevant attendees.
Attend meetings as required to take accurate and concise minutes, ensuring timely distribution to all parties.
Track outstanding action items and follow up with relevant parties on behalf of the respective Principal.

E. Correspondence & Documentation

Manage incoming and outgoing correspondence (emails, calls, letters) for all 3 Principals, ensuring timely responses and proper follow-up.
Maintain accurate records, documentation and filing systems for each Principal in line with internal governance and audit requirements.
Handle expense tracking, claims and administrative records for the 3 Principals as required.

F. Ad Hoc & Personal Support

Provide ad hoc administrative, business or personal support as required by the respective Principal from time to time.
Anticipate the needs and preferences of each Principal to ensure a seamless, well-prepared and professional experience at all times.
Adapt to each Principal's individual working style and preferences, while maintaining consistent service standards across all 3.
Undertake any other duties as reasonably assigned by any of the 3 Principals, ensuring time and attention remain fairly balanced.

Job Requirements :

Qualifications & Experience

Diploma or Bachelor's Degree in Secretarial Studies, Business Administration, or equivalent.
Minimum 2 years of experience in a secretarial or executive administrative role; experience supporting multiple senior executives is an advantage.
Highly meticulous, detail-oriented and task-focused, with the ability to manage competing priorities from multiple Principals.
Strong organisational, planning and multitasking abilities with a strong sense of urgency.
Excellent written and verbal communication skills.
Proficient in Microsoft Excel (Intermediate), Power BI, PowerPoint Presentation and Word.
Competent in using AI productivity tools.
Ability to work independently with minimal supervision while collaborating effectively as part of a team.
Strong interpersonal skills, with the diplomacy to manage 3 Principals' expectations fairly and professionally.

Language Requirements

Fluent in English, Mandarin and Bahasa Malaysia (role requires interaction with Mandarin-speaking stakeholders).
Ability to converse in Hokkien and/or Cantonese is an added advantage.

Personal Attributes

High level of integrity with the ability to maintain strict confidentiality across all 3 Principals' matters.
Professional, calm and composed under pressure.
Flexible, adaptable and resourceful with a strong learning attitude.
Fair, impartial and even-handed in managing requests from all 3 Principals.
Willingness to take on new challenges and responsibilities beyond routine scope.

Chin Hin Group is an Integrated Builders Conglomerate which encompasses primary business sectors namely trading, manufacturing, property, hospitality and transportation. The company was established in 1974 as a humble building materials trader with passionate goal to grow in all areas of its business. It started its operation without much capital and credentials but a pursuit of becoming a strong company through Integrity, Performance, Teamwork. Having its foundation built sturdily, today, Chin Hin Group is a multi-local corporation with diversified portfolio of 20 stable and progressive companies.

Perks and benefits