Personal Assistant-cum-Office Administrator

LUXASIA; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading beauty and luxury company in Kuala Lumpur is seeking a Personal Assistant cum Office Administrator to support the Country Manager. The ideal candidate will have 3-5 years of experience, strong organizational and multitasking abilities, and proficiency in Microsoft Office. This role is vital for managing daily operations, coordinating schedules, and handling correspondence in a dynamic environment.

Qualifications

• 3–5 years of experience as a Personal Assistant, Executive Assistant, or Office Administrator.
• Proficient in written and verbal English; Bahasa Malaysia proficiency is a plus.
• High level of professionalism and integrity in handling confidential information.

Responsibilities

• Manage the Country Manager’s daily schedule and travel arrangements.
• Oversee day-to-day office operations for efficiency.
• Process purchase requests, invoices, and track budgets.

Skills

Organizational skills

Multitasking

Communication skills

Discretion

Education

Diploma or Bachelor’s Degree in Business Administration, Management, or related field

Tools

Microsoft Office Suite

Job description

Role Overview

The Personal Assistant cum Office Administrator plays a pivotal role in supporting the Country Manager and ensuring smooth day‑to‑day operations of the Malaysia office. This role is responsible for managing executive scheduling, communication, and coordination, as well as overseeing all administrative functions, vendor management, and office facilities. The position requires strong organisational skills, discretion, and the ability to manage multiple priorities efficiently in a fast‑paced environment.

Key Responsibilities

Personal Assistant to Country Manager

• Manage the Country Manager’s daily schedule, appointments, and travel arrangements.
• Prepare and coordinate meetings, including agenda preparation, minutes‑taking, and follow‑up on action items.
• Screen and manage internal and external correspondence, ensuring timely responses and confidentiality.
• Support in the preparation of business reports, presentations, and communications.
• Liaise with internal teams and regional stakeholders to ensure seamless coordination and information flow.

Office Administration

• Oversee day‑to‑day office operations, ensuring a professional and efficient working environment.
• Manage relationships with vendors and service providers (e.g. office supplies, maintenance, utilities, courier, pantry).
• Coordinate office maintenance, safety, and facility‑related matters in collaboration with the building management.
• Support onboarding logistics for new employees (workstations, IT equipment, access passes, etc.).
• Maintain office assets, stationery, and inventory records.
• Coordinate internal communications, employee engagement activities, and office events.

Finance & Procurement Support

• Process and track purchase requests, invoices, and payment submissions related to office operations.
• Manage budget tracking for office expenses and administrative costs.
• Support travel and expense claims for the Country Manager and key stakeholders as required.

Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Management, or related field.
• Minimum 3–5 years of experience as a Personal Assistant, Executive Assistant, or Office Administrator, preferably in a multinational or FMCG/beauty/luxury environment.
• Strong organisational and multitasking skills with a keen eye for detail.
• Excellent written and verbal communication skills in English; proficiency in Bahasa Malaysia is an advantage.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, discretion, and integrity in handling confidential information.
• Proactive, resourceful, and able to work independently with minimal supervision.

Do you have what it takes to succeed in a fast‑paced and intense environment? Do you thrive on challenges? Do you want to bring innovative ideas to life? Are you keen to abandon the status quo, try new things, embrace failures as lessons, recover fast, yet always pursue excellence?

If so, you are the one we are looking for. JOIN US and let’s grow together.

Championing Diversity, Equity and Inclusion

LUXASIA aspires to build a One Team of talents that reflects the diversity of the communities in our operating markets. LUXASIA is committed to providing equal employment opportunities to all individuals, regardless of their race, colour, religion, gender, sexual orientation, age, disability, nationality or ethnic origin, cultural background, social group, marital status, or any other characteristics as provided by law.

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