Personal Assistant

WIKICAREER SDN. BHD.; Shah Alam; On-site; MYR 78,000 - 100,000; Full time

Job summary

WIKICAREER SDN. BHD. in Shah Alam seeks a Personal Assistant to the Managing Director to provide high-level administrative and confidential support, coordinating schedules, meetings, and communications for executive leadership.

The role requires strong organisational skills, discretion, and the ability to anticipate needs. You will handle correspondence, prepare reports, coordinate travel, and liaise with internal teams and external partners in a fast-paced corporate environment.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Management, Office Administration, HR, or related field.
• Minimum 3–5 years of experience as a Personal Assistant, Executive Assistant, or Executive Secretary, preferably supporting senior management or C-suite.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Outlook; familiar with Teams or Zoom.
• Fluent in English and Bahasa Malaysia for reporting and communication with auditors, banks, and authorities; Mandarin preferred for dealing with clients and vendors.

Responsibilities

• Manage the Managing Director's calendar, appointments, and meetings, resolving conflicts and prioritising time effectively.
• Screen, manage, and prioritise incoming calls, emails, and correspondence on behalf of the Managing Director.
• Prepare, proofread, and format business correspondence, presentations, reports, and memos.
• Handle confidential information with the highest level of discretion and integrity.
• Schedule and coordinate internal and external meetings, including board, management, and client meetings.
• Prepare agendas, briefing notes, and supporting materials in advance.
• Record minutes, circulate them, and follow up on action items and pending matters.
• Arrange domestic and international travel, including flights, accommodation, transport, and visa applications.
• Prepare itineraries and travel documents, and process expense claims for the Managing Director.
• Liaise with internal departments to ensure directives are executed and followed up.

Skills

English fluency

Bahasa Malaysia fluency

Mandarin preferred

Strong organisational skills

Time management

Education

Diploma or Bachelor's Degree in Business Administration/Management or related field

Tools

MS Office

Outlook

Teams/Zoom

Job description

The Personal Assistant (PA) to the Managing Director provides high-level administrative, coordination, and confidential support to ensure the smooth and efficient running of the executive office. The PA is dedicated to the Managing Director as the primary executive, with occasional support to other C-suite members as required. The role requires strong organisational skills, sound judgment, and absolute discretion in a fast-paced business environment.

Key responsibilities

Manage the Managing Director's calendar, appointments, and meetings, resolving conflicts and prioritising time effectively

Screen, manage, and prioritise incoming calls, emails, and correspondence on behalf of the Managing Director

Prepare, proofread, and format business correspondence, presentations, reports, and memos

Handle confidential information with the highest level of discretion and integrity

Schedule and coordinate internal and external meetings, including board, management, and client meetings

Prepare agendas, briefing notes, and supporting materials in advance

Record minutes, circulate them, and follow up on action items and pending matters

Arrange domestic and international travel, including flights, accommodation, transport, and visa applications

Prepare itineraries and travel documents, and process expense claims for the Managing Director

Liaise with internal departments to ensure directives are executed and followed up

About you

Diploma or Bachelor's Degree in Business Administration, Management, Office Administration, Human Resources, or a related field

Minimum 3 to 5 years of experience as a Personal Assistant, Executive Assistant, or Executive Secretary, preferably supporting senior management or C-suite level

Proficient in Microsoft Office (Word, Excel, PowerPoint) and Outlook; familiar with Teams or Zoom

Fluent in English and Bahasa Malaysia for reporting and communication with auditors, banks, and authorities. Ability to communicate in Mandarin is preferred for dealing with client and vendor.

Strong organisational and time-management skills, with the ability to prioritise under pressure

Detail-oriented, with good analytical and problem-solving ability

Proactive, able to anticipate needs and act with minimal supervision

High integrity, discretion, and trustworthiness in handling confidential matters

Professional presentation and strong interpersonal skills at all levels, including external stakeholders

Flexible and willing to work extended hours or travel when required