PERSONAL ASSISTANT

PUSAT BORONG MATAHARI SDN BHD - PANDAN INDAH, AMPANG BRANCH; Shah Alam; On-site; MYR 67,000 - 112,000; Full time

Job summary

PUSAT BORONG MATAHARI SDN BHD - PANDAN INDAH, AMPANG BRANCH is seeking a proactive Personal Assistant to support the Director and senior management. The role demands meticulous organisation, discretion, and the ability to manage multiple priorities in a fast-paced retail environment.

You will coordinate schedules, meetings, prepare documents, liaise with HQ and outlet teams, and track actions across departments.

Qualifications

• Experience providing executive support to Director/Top Management.
• Ability to handle confidential information with discretion.
• Experience in a retail environment is advantageous.

Responsibilities

• Provide full administrative support to the Director, including managing daily schedules, appointments, meetings, and business arrangements.
• Coordinate and prepare meeting agendas, minutes, presentations, reports, and follow-up actions.
• Manage incoming correspondence, emails, documents, and communication on behalf of the Director.
• Maintain filing systems and securely handle confidential documents.

Skills

Organisational skills

Attention to detail

Professionalism

Multitasking

Communication

Job description

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Job Description

The Personal Assistant (PA) provides comprehensive administrative and operational support to the Director/Top Management by managing schedules, coordinating meetings, handling confidential information, and ensuring smooth execution of daily business activities. The role requires strong organisational skills, attention to detail, professionalism, and the ability to handle multiple priorities in a fast-paced retail environment.

1. Executive Support & Administration

• Provide full administrative support to the Director, including managing daily schedules, appointments, meetings, and business arrangements.
• Coordinate and prepare meeting agendas, minutes, presentations, reports, and follow-up actions.
• Manage incoming correspondence, emails, documents, and communication on behalf of the Director.
• Maintain proper filing systems and ensure confidential documents are securely handled

2. Retail Operations Support

• Coordinate and facilitate communication between HQ departments, outlet teams, and external stakeholders to ensure smooth information flow and timely follow-up on operational matters.
• Coordinate and provide administrative support for business visits, management meetings, and operational reviews by ensuring proper arrangements, effective communication with stakeholders, preparation of required information, and timely follow-up on agreed action plans.
• Follow up with relevant departments and outlet teams on assigned action items to ensure timely completion and proper closure.

3. Meeting & Project Coordination

• Arrange internal and external meetings, including venue, schedule and materials,
• Follow up on action items and ensure timely completion of assigned tasks.
• Assist the Director in coordinating company projects and special initiatives by managing timelines, consolidating progress updates, coordinating stakeholders, and ensuring effective execution of key business priorities
• Support the Director in tracking progress of key business activities.

4. Communication & Stakeholder Management

• Act as the point of contact between the Director and internal stakeholders.
• Handle enquiries professionally and ensure proper communication flow.
• Liaise with suppliers, business partners, government agencies, and other stakeholders when required.

5. Reporting & Data Management

• Prepare and maintain comprehensive meeting minutes by capturing key discussions, management decisions, and follow-up actions for effective tracking and communication.
• Collect and consolidate data from various departments for decision-making purposes.
• Maintain records of important documents, contracts, and business information.

6. Ad-Hoc & Special Assignments

• Perform any ad-hoc duties, special projects, or assignments as requested by the Director.
• Provide support during company events, meetings, and business activities.
• Maintain flexibility and adaptability to support changing business priorities
• Manage and oversee the administration of official WhatsApp groups by maintaining proper access control, ensuring timely updates to group membership, and managing the addition or removal of staff members in accordance with employment status and operational requirements.