Personal Assistant

JO Architects Sdn Bhd; Petaling Jaya; On-site; MYR 39,000 - 61,000; Full time

Job summary

JO Architects Sdn Bhd is seeking a highly organized Personal Assistant to provide comprehensive administrative and accounts support to the Managing Director in Malaysia.

The successful candidate will manage filing systems, invoicing, payments, and travel arrangements, while handling confidential information with discretion and professionalism. Strong MS Office skills and multilingual abilities are essential for this role.

Qualifications

• Minimum 2–3 years of relevant experience in Personal Assistant, Executive Assistant, Administration, Accounts, or related roles.

Responsibilities

• Provide comprehensive administrative and personal support to the Managing Director.
• Organize and maintain proper filing systems, including company, administrative, and financial documents.
• Assist the Managing Director with quotations, invoicing, payments, receipts, and related documentation.
• Monitor and track accounts payable and accounts receivable, liaise with vendors, clients, and internal teams to ensure timely and accurate transactions.
• Coordinate with various departments to gather and follow up on ongoing business matters, documents, and information as required by the Managing Director.
• Maintain confidentiality when handling sensitive financial information, contracts, and business dealings.
• Arrange travel plans for the Managing Director, including flights, accommodation, car rentals, transportation, and itineraries.
• Assist with travel-related documentation, including visas and travel insurance for domestic and international travel.
• Arrange e-hailing services or drive the Managing Director to meetings and engagements when necessary.
• Assist in preparing prayer food and fruits when required.
• Monitor office utilities, stationery, and general supplies to ensure sufficient stock.
• Perform other administrative or personal tasks as assigned by the Managing Director.

Skills

Administrative skills

Accounting basics

Time management

Confidentiality

Communication skills

Microsoft Office

Multilingual (Chinese/English/Bahasa)

Driving licence

Tools

Microsoft Word

Microsoft Excel

Job description

We are looking for a highly organized, proactive, and trustworthy Personal Assistant to provide comprehensive administrative and accounts support to the Managing Director.

The ideal candidate should have strong administrative skills, basic knowledge of accounting, excellent communication abilities, and the ability to manage multiple tasks efficiently while maintaining a high level of confidentiality and professionalism.

Key Responsibilities

Provide comprehensive administrative and personal support to the Managing Director.

Organize and maintain proper filing systems, including company, administrative, and financial documents.

Assist the Managing Director with quotations, invoicing, payments, receipts, and related documentation.

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

Coordinate with various departments to gather and follow up on ongoing business matters, documents, and information as required by the Managing Director.

Maintain strict confidentiality when handling sensitive financial information, contracts, business dealings, and other confidential matters.

Ensure administrative and financial activities are carried out in accordance with company policies and relevant requirements.

Arrange travel plans for the Managing Director, including flights, accommodation, car rentals, transportation, and itineraries.

Assist with travel-related documentation, including visas, travel insurance, and other necessary documents for domestic and international travel.

Arrange e-hailing services or drive the Managing Director to meetings, appointments, and business engagements when necessary.

Assist in preparing prayer food and fruits when required.

Monitor office utilities, stationery, and general supplies to ensure sufficient stock is maintained.

Perform other administrative or personal tasks as assigned by the Managing Director from time to time.

Requirements

Minimum 2–3 years of relevant experience in Personal Assistant, Executive Assistant, Administration, Accounts, or a related role.

Basic knowledge of accounting and experience handling invoices, payments, receipts, and accounts-related documentation.

Strong organizational and time-management skills with the ability to prioritize multiple tasks.

Trustworthy, discreet, responsible, and able to maintain strict confidentiality.

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

Good interpersonal and communication skills.

Able to communicate effectively in Chinese, English, and Bahasa Melayu.

Proficient in Microsoft Office, particularly Word and Excel.

Possess a positive attitude and be flexible in handling ad-hoc tasks.

Possess a valid driving licence.

Unlock job insights

Hirer responsiveness Salary match Number of applicants

Your application will include the following questions:

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

To help fast track investigation, please include here any other relevant details that prompted you to report this job ad as fraudulent / misleading / discriminatory / salary below minimum wage.