Personal Assistant

Jobstreet Malaysia

Selangor

On-site

MYR 67,000 - 100,000

Full time

5 days ago

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Job summary

Jora Malaysia is seeking a highly organized Personal Assistant to provide comprehensive administrative, coordination, and operational support to the Director. The role demands discretion, professionalism, and the ability to manage multiple priorities with minimal supervision.

Responsibilities include calendar management, meeting coordination, travel planning, document preparation, and maintaining confidential records.

Qualifications

Bachelor’s degree in a relevant field.
Minimum 4 years of admin/executive support experience.
Experience supporting senior management is an advantage.
Strong calendar, meeting, and travel coordination skills.
Proactive, resourceful, and able to handle confidential information.

Responsibilities

Manage Director's daily schedule and meetings.
Coordinate travel arrangements and itineraries.
Prepare documents, memos, and briefing materials.
Attend meetings and record minutes with accurate action items.
Maintain filing and document security and confidentiality.
Provide proactive, flexible support beyond standard hours.
Liaise with internal teams and external partners to ensure smooth operations.

Skills

Calendar management

Meeting coordination

Travel planning

Organization

Detail-oriented

Discretion & confidentiality

Independent work

Education

Bachelor's degree (BA/BS)

Tools

MS Office

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

The Personal Assistant is responsible for providing comprehensive administrative, coordination, and operational support to the Director. This role requires a highly organized, detail-oriented, and adaptable individual who can manage multiple priorities efficiently while maintaining a high level of professionalism, discretion, and confidentiality.

The ideal candidate is proactive, resourceful, and flexible, with the ability to work independently and respond effectively to changing priorities and business requirements. The role may require flexibility in working arrangements and the ability to work beyond standard working hours when necessary, particularly to support the Director’s schedule, business commitments, travel, and urgent matters.

Key Responsibilities

1. Executive Support & Coordination

Manage and coordinate the Director’s daily schedule, including meetings, appointments, business engagements, and personal commitments as required.
Proactively anticipate scheduling conflicts and make necessary adjustments to optimize the Director’s time and priorities.
Serve as the primary point of contact between the Director and internal teams, external partners, clients, and other stakeholders.
Coordinate meeting logistics, including venue arrangements, materials preparation, attendee communication, and follow-up.
Ensure the Director is well‑prepared for meetings and engagements by providing relevant documents, schedules, and briefing materials.

2. Document & Communication Management

Prepare, draft, format, review, and edit documents including memos, presentations, reports, proposals, email correspondence, and official letters.
Ensure all documents are accurate, professionally presented, and aligned with organizational standards.
Manage and maintain correspondence, communication records, and follow‑up actions in an organized and timely manner.
Handle sensitive communications on behalf of the Director with appropriate professionalism and discretion.

3. Reporting & Data Management

Compile, analyze, and maintain reports, spreadsheets, trackers, and other management information using Microsoft Excel.
Assist the Director in reviewing financial, operational, and business‑related data.
Prepare periodic summaries, briefing notes, dashboards, and updates as required.
Ensure accuracy and confidentiality in handling business, financial, and management information.

4. Filing & Record Management

Establish and maintain an effective and structured filing system for both electronic and physical records.
Ensure documents and records are properly organized, securely maintained, and readily accessible when required.
Maintain compliance with applicable confidentiality, document‑retention, and record‑management requirements.

5. Meeting Administration

Prepare meeting agendas, supporting materials, and relevant documentation.
Attend meetings when required and record accurate minutes, including key discussion points, decisions, and action items.
Monitor and follow up on outstanding action items to ensure timely completion.
Maintain an effective tracking system for key decisions and follow‑up matters.

6. Travel & Logistics Management

Manage the Director’s end‑to‑end travel arrangements, including domestic and international flights, transportation, accommodation, transfers, ground arrangements, and other travel‑related requirements.
Develop and maintain comprehensive travel itineraries, schedules, and travel plans, ensuring all arrangements are properly coordinated and communicated.
Prepare travel documentation, confirmations, briefing notes, contact details, and other relevant information ahead of each trip.
Monitor flight schedules, transportation arrangements, accommodation, and other travel‑related changes in real time.
Proactively identify potential travel disruptions, delays, cancellations, or schedule changes and make the necessary adjustments to ensure smooth and uninterrupted travel.
Coordinate with airlines, hotels, travel agencies, transport providers, and other relevant parties as required.
Ensure the Director is kept informed of any changes to travel arrangements and provide timely updates throughout the journey.
Manage last‑minute or urgent travel arrangements and resolve travel‑related issues promptly and professionally.

7. Flexibility & Availability

Demonstrate flexibility in working arrangements based on the Director’s schedule and business requirements.
Be prepared to work beyond standard working hours, including early mornings, evenings, weekends, or public holidays when required.
Provide timely support for urgent matters, last‑minute schedule changes, business travel, and other ad hoc requirements.
Remain responsive and adaptable to changing priorities, schedules, and business needs while maintaining professionalism and discretion.
Be willing to support the Director during business trips or outside normal office hours when required.

8. Confidentiality & Professional Conduct

Handle sensitive, confidential, and privileged information with the highest level of discretion, integrity, and professionalism.
Maintain strict confidentiality regarding the Director’s business affairs, schedules, communications, financial information, and other sensitive matters.
Exercise sound judgment when dealing with confidential or sensitive situations.
Represent the Director and the organization professionally when interacting with internal and external stakeholders.

9. General Administrative & Operational Support

Support office-wide administrative, coordination, and operational activities as required.
Assist with ad hoc initiatives, projects, events, and assignments as directed by the Director or management.
Coordinate with relevant departments to facilitate the timely completion of tasks and projects.
Provide backup support to other administrative team members when required.
Undertake other duties and responsibilities that may reasonably be assigned from time to time.

Job Requirements

Bachelor’s Degree in Business Administration, Management, Secretarial Studies, or a related field.
Minimum 4 years of relevant experience in administrative, executive support, or Personal Assistant roles; experience supporting senior management is an advantage.
Strong experience in calendar management, meeting coordination, travel planning, and end‑to‑end travel arrangements.
Strong organizational, coordination, time‑management, and problem‑solving skills with excellent attention to detail.
Professional, trustworthy, discreet, and able to handle confidential information responsibly.
Proactive, resourceful, adaptable, and able to work independently in a fast‑paced environment.
Able to manage multiple priorities and remain calm when handling urgent or unexpected matters.
Flexible and willing to work beyond standard working hours, including weekends and public holidays when required.
Strong attention to detail in managing schedules, travel itineraries, bookings, and last‑minute changes.