Personal Assistant

JAC Recruitment; Petaling Jaya; On-site; MYR 20,000 - 100,000; Full time

Job summary

A recruitment agency in Malaysia is seeking a Personal Assistant to manage the CEO’s daily administrative tasks. The ideal candidate will coordinate appointments, maintain communication, and prepare meeting materials. They must have a Bachelor’s Degree or Diploma and at least 5 years of experience supporting senior executives. Proficiency in English, Bahasa Malaysia, and Mandarin is required. This role requires strong organizational skills, discretion, and the ability to multitask effectively in a fast-paced environment.

Qualifications

• Minimum of 5 years’ experience as a Secretary or Personal Assistant supporting CEOs or Directors.
• Ability to work independently and take initiative.
• High level of discretion when handling confidential information.

Responsibilities

• Manage the CEO’s daily administrative and operational tasks.
• Coordinate appointments and travel arrangements.
• Act as a communication liaison between the CEO and stakeholders.
• Prepare meeting materials and take minutes when required.

Skills

Excellent command of English

Excellent command of Bahasa Malaysia

Excellent command of Mandarin

Strong planning and organizational skills

Problem-solving skills

Time management skills

Detail-oriented

Multitasking skills

Education

Bachelor’s Degree or Diploma in Secretarial Practice, Business Administration, or a related field

Tools

Microsoft Office Suite

Office management systems

Job description

• Manage the CEO’s daily administrative and operational tasks.
• Coordinate appointments, travel arrangements, business schedules, itineraries, and general correspondence.
• Organize in-house and external events.
• Prepare and compile meeting materials, tools, and facilities for scheduled meetings, conferences, events take minutes when required.
• Act as a communication liaison between the CEO and internal/external stakeholders to ensure effective message delivery.
• Work closely with the CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Collaborate with cross-functional teams and other departments on special projects.
• Adapt to changing priorities and manage multiple tasks efficiently in a fast-paced environment.
• Assist with ad-hoc administrative and project requirements as needed.
• Willing to travel outstation occasionally and work extra hours, weekends, or public holidays when required.

Job Requirements

• Bachelor’s Degree or Diploma in Secretarial Practice, Business Administration, or a related field.
• Minimum of 5 years’ experience as a Secretary or Personal Assistant supporting CEOs or Directors.
• Excellent command of English, Bahasa Malaysia, and Mandarin (spoken and written).
• Strong planning, organizational, problem-solving, time management, and multitasking skills; highly detail-oriented with exceptional accuracy.
• Advanced proficiency in office management systems and Microsoft Office Suite.
• High level of discretion and trustworthiness when handling confidential information.
• Ability to work independently, take initiative, and demonstrate a sense of urgency, flexibility, and resilience in a fast-paced environment.