Personal Assistant

FUJIFILM; Selangor; On-site; MYR 20,000 - 100,000; Full time

Job summary

A multinational imaging company based in Malaysia seeks a dedicated Personal Assistant to manage the MD’s calendar and support executive communication. The ideal candidate must have Japanese language proficiency and experience in assisting senior leadership. Responsibilities include scheduling meetings, preparing presentations, and handling travel arrangements. Strong organizational and interpersonal skills are essential for this role, which supports both professional and personal tasks.

Qualifications

• Proven experience supporting senior leadership in a similar role.
• High level of professionalism and confidentiality required.
• Experience with Japanese business culture preferred.

Responsibilities

• Manage the MD’s calendar, scheduling, and prioritizing meetings.
• Liaise with executives at Japan HQ, requiring Japanese proficiency.
• Prepare meeting minutes and action item summaries.

Skills

Japanese language proficiency

Excellent organizational skills

Time management skills

Interpersonal skills

Communication skills

Proficient in Microsoft Office

Ability to multitask

Job description

Responsibilities

• Manage and coordinate the MD’s calendar, including scheduling and prioritizing internal and external meetings.
• Liaise with secretaries and executives at Japan HQ (Japanese proficiency is a must).
• Arrange and coordinate recurring and ad hoc meetings, ensuring timely follow-ups and agenda preparation.
• Attend selected meetings and prepare accurate meeting minutes and action item summaries.
• Support preparation of presentations, including PowerPoint formatting and content polishing (preferred).
• Assist with drafting speeches and talking points for internal and external engagements (preferred).

Administrative & Office Support

• Handle travel planning and arrangements for business trips (flights, hotels, itineraries, visas, etc.).
• Submit expense claims and reimbursements in a timely and accurate manner.
• Maintain and update business contact information (e.g., scan and organize name cards).
• Coordinate restaurant reservations for business and private appointments as required.
• Organize small-scale internal events (e.g., team happy hours, lunches) within allocated budgets.

Personal Assistance

• Provide support for selected personal matters, including hospital appointments, license applications, and other errands.
• Assist in ordering or purchasing meals, beverages, and snacks upon request.

Qualifications

• Japanese language proficiency is a must.
• Proven experience as a Personal Assistant, Executive Assistant, or similar role supporting senior leadership.
• Excellent organizational and time management skills with attention to detail.
• High level of professionalism, discretion, and confidentiality.
• Strong interpersonal and communication skills (both written and verbal).
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to multitask and work independently under pressure.
• Previous experience supporting a Japanese executive or familiarity with Japanese business culture.
• Experience in preparing polished business presentations and speech writing.
• Comfortable handling both professional and occasional personal assistant tasks.