PERSONAL ASSISTANT

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

Job summary

A growing innovative company is seeking a Personal Assistant to the CEO in Selangor, Malaysia. This role involves managing the CEO's calendar, preparing meeting materials, and coordinating communication across departments. Candidates should have a degree in Business Administration or related field, a strong command of English, and excellent organizational skills. Experience as a PA is a plus. The position offers a path for career growth into Executive Assistant or Operations Coordinator roles.

Qualifications

• Fresh graduates are welcome, but prior PA experience is an advantage.
• Strong command of English; Mandarin is a plus.
• Self-driven and takes initiative without needing direction.

Responsibilities

• Manage CEO's calendar, appointments, and meetings.
• Prepare materials for board meetings and presentations.
• Coordinate follow-ups and task reminders for the CEO.
• Handle confidential documents and emails.
• Liaise with department heads on key project progress.

Skills

Organization skills

Communication skills

Confidentiality

Proactive attitude

Detail-oriented

Education

Diploma or Degree in Business Administration, Communications, or related field

Tools

Microsoft Office

Google Workspace

ClickUp

WhatsApp Web

Canva

Job description

As the Personal Assistant (PA) to the CEO of MAC Innovations, you will play a pivotal role in supporting the CEO across all professional, administrative, and executive tasks. Your work ensures smooth daily operations, efficient communication, and executive focus on strategic business growth. You are the CEO’s right hand, anticipating needs and executing with precision, speed, and discretion.

1. Executive Support

Manage CEO’s calendar, appointments, and meeting schedules across both business and personal matters.

Prepare materials for board meetings, internal reviews, and business presentations (e.g., slides, reports, agendas).

Coordinate follow-ups, task reminders, and time-blocking to protect CEO’s focus.

2. Administrative Management

Handle confidential documents, business agreements, and filing (e-filing + hard copies).

Manage and prioritize emails, WhatsApp messages, and task updates from internal departments.

Monitor and manage office supply needs, subscriptions, renewals, and system access (e.g., Canva, ClickUp, Zoom).

3. Business Operations Coordination

Liaise with department heads to track progress of key projects (marketing, sales, training, finance).

Follow up on KPIs, staff scorecards, meeting minutes, and prepare summaries for the CEO.

Assist in recruitment logistics, onboarding of new hires, and preparation of HR files.

4. Project Assistance

Help track deadlines for internal training manuals, product launch materials, investor presentations, etc.

Manage document control and version tracking for company decks, SOPs, pitchbooks, etc.

Coordinate with external vendors (e.g., printers, event venues, marketing partners) as needed.

5. Personal & Lifestyle Assistance

Manage selected personal errands such as booking flights/hotels, restaurant reservations, and gifts.

Assist in lifestyle calendar planning for events, family milestones, and wellness appointments.

🎓 Qualifications:

Diploma or Degree in Business Administration, Communications, or related field.

Strong command of English (and Mandarin is a plus).

Fresh graduates are welcome, but prior PA experience is an advantage.

Highly organized, structured, and detail‑oriented.

Discreet, trustworthy, and able to handle sensitive information.

Confident with Microsoft Office, Google Workspace, ClickUp, WhatsApp Web, and Canva.

Self‑driven and proactive—takes initiative without waiting to be told.

Positive attitude, eager to learn and adapt in a fast‑paced entrepreneurial environment.

🎯 Performance KPIs (Key Performance Indicators)

95%+ on‑time task and deadline management.

<24 hour response to key internal coordination tasks.

Calendar accuracy and double‑booking error rate <5%.

Weekly summary report prepared every Friday for CEO.

Positive feedback from CEO and department heads (quarterly review).

This role can grow into:

Executive Assistant

Operations Coordinator / Officer

Or other leadership track roles within MAC Innovations

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