Personal Assistant and Secretary

Jobstreet Malaysia; Petaling Jaya; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading job recruitment firm in Malaysia is seeking an experienced Personal Assistant and Secretary to support directors. The ideal candidate must be fluent in English and Hindi, possess a diploma or degree in business administration, and have at least 4 years of experience in similar roles. Responsibilities include managing the director's calendar, arranging meetings, and handling confidential matters. Excellent organizational skills and proficiency in Microsoft Office are essential for this role.

Qualifications

• Minimum of 4 years' experience in personal assistant or executive secretary role.
• Ability to work independently and prioritize multiple tasks.
• Exceptional attention to detail and confidentiality.

Responsibilities

• Provide secretarial duties in the Director’s Office.
• Arrange meetings, appointments, and take minutes.
• Manage the Director’s daily calendar and travel arrangements.

Skills

English proficiency

Hindi proficiency

Organizational skills

Time management

Interpersonal skills

Adaptability

Education

Diploma or bachelor's degree in business administration or related field

Tools

Microsoft Office Suite (Advanced Excel and PowerPoint)

Job description

We are seeking an experienced English & Hindi‑speaking Personal Assistant and Secretary to provide direct support to our Director(s). This role requires strong coordination capability, excellent communication skills and a high level of professionalism. You will be involved in handling confidential matters and business arrangements, requiring maturity, discretion and adaptability.

Job Description

Provide secretarial duties in the Director’s Office.

Arranging meetings, appointments scheduling, minutes taking as and when required.

Receive and analyze incoming emails, correspondences, memos and reports in order to determine their significance and prioritize distribution including preparation of their responses as well as matters of highly confidential nature.

Manage the Director’s daily calendar, meetings, appointments and time‑sensitive schedules.

Effective communication with internal and external parties such as attending to phone calls, emails, messages and furnishing information intelligently.

Handle travel arrangements for the Director(s) including reservations, flight routing, hotels, airport transfers, visa application, obtain foreign currencies, traveler’s cheques as and when necessary.

To work closely with all departments and subsidiaries to achieve greater operational efficiency and to facilitate effective communication with the Director’s office.

To ensure actions and decisions are always guided by the Company’s mission and key corporate values.

Possess energy and positive attitude, a team player, able to multi‑task, self‑motivated and able to work under pressure in a fast‑paced environment.

Any other duties assigned by the Company from time to time.

Job Requirement

Possess at least a diploma or bachelor’s degree in business administration, office management, or a related field is highly preferred.

Minimum of 4 years' experience in a personal assistant or executive secretary role, preferably within a corporate environment.

Excellent organizational and time management skills with the ability to prioritize multiple tasks.

Able to work independently and possess strong interpersonal skills.

Proficient in using Microsoft Office suite, including advanced Excel and PowerPoint skills.

Exceptional attention to detail and the ability to work discreetly and with confidentiality.

Proactive and adaptable, with a positive and solution‑oriented attitude.

Fluency in written and spoken English and Hindi is a MUST to communicate with stakeholders.