Personal Assistant

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

Job summary

A leading technology firm in Malaysia is seeking a Personal Assistant to provide comprehensive executive support. Key responsibilities include managing the MD's calendar, coordinating meetings, and liaising with Japanese headquarters. The ideal candidate must have Japanese language proficiency and experience supporting senior leadership. Strong organizational and interpersonal skills, along with proficiency in Microsoft Office, are essential for success in this role. This position combines professional tasks with occasional personal support duties.

Qualifications

• Experience as a Personal Assistant or Executive Assistant supporting senior leadership.
• High level of professionalism, discretion, and confidentiality.
• Experience with Japanese executives or business culture.

Responsibilities

• Manage and coordinate the MD’s calendar and meetings.
• Liaise with Japanese HQ secretaries and executives.
• Handle travel planning and arrangements for business trips.
• Prepare accurate meeting minutes and action item summaries.
• Organize small-scale internal events.

Skills

Japanese language proficiency

Organizational skills

Time management skills

Interpersonal skills

Microsoft Office proficiency

Ability to multitask

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Key Responsibilities

Executive Support

• 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.