Personal Assistant cum Office administrator

GAOYA FURNITURE INDUSTRIES SDN. BHD.; Seberang Perai; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading furniture manufacturer in Malaysia is seeking a Personal Assistant cum Office Administrator to provide comprehensive support for the company Director. Responsibilities include managing the Director's calendar, travel arrangements, and communication with stakeholders. Ideal candidates will have strong organizational skills, fluency in Bahasa Malaysia, Mandarin, and English, and a diploma in a relevant field. This full-time role offers a competitive salary, benefits, and a supportive work environment.

Benefits

Salary package inclusive of basic + commission

5 days work week (8:00AM - 6:00PM)

KWSP (EPF) & SOCSO

Medical

Bonus

Annual leave and other benefits

Qualifications

• Candidates with 1-2 years of administrative or secretarial experience are ideal.
• Ability to thrive in high-pressure environments and handle multiple tasks efficiently.
• Exceptional planning and time-management skills.

Responsibilities

• Provide comprehensive administrative support to the company Director.
• Manage Director’s calendar, meetings, travel plans, and emails.
• Coordinate with internal departments to ensure smooth execution of tasks.

Skills

Fluency in Bahasa Malaysia

Fluency in Mandarin

Fluency in English

Organizational skills

Attention to detail

Positive attitude

Education

Diploma in Business Administration or related fields

Bachelor's degree in Business or Communications (preferred)

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Personal Assistant cum Office administrator

Administrative & Operational Support to Company Director

• Provide comprehensive administrative and personal support to the company Director
• Manage Director’s calendar, meetings, travel plans, emails, and priorities.
• Act as the primary point of contact for internal and external stakeholders, effectively managing inquiries and requests (including related industry organizations & government departments)
• Anticipate needs, prepare briefs, follow‑ups, and ensure nothing is missed.
• Handle travel arrangements such as flights, accommodation and ground transportation.
• Manage travel and expense reimbursements.

Business & Project Coordination

• Help arrange internal and external meetings, preparing necessary materials, documentation and refreshments as needed.
• Assist in meetings, take minutes, and ensure timely follow‑up on action items.
• Track project updates, vendor coordination, and prepare simple progress reports.
• Coordinate with internal departments (operations, marketing, finance, HR) to ensure smooth execution of tasks.
• Conduct research and prepare materials for meetings, presentations and decision‑making processes.
• Summarize insights into concise, actionable briefs.

Financial & Analytical Support

• Work with Excel to perform financial calculations, budget tracking, forecasts, or simple profitability analyses.
• Assist in business planning or investment documentation when required.

Communication & Documentation

• Draft and refine emails, proposals, reports, presentations and official correspondence.
• Maintain organized documentation, contracts, and confidential records.
• Assist in recruitment process (e.g. job posting, interview scheduling, candidate coordination).
• Maintain and organize company records, SOPs, and admin databases.

Personal & Lifestyle Assistance

• Support with personal errands, travel logistics, and ad‑hoc assignments when required by the company Director.

Team Coordination

• Work closely with the team to ensure everyone is aligned and tasks are completed efficiently.
• Provide general support to the team, assisting with ad‑hoc tasks as needed.
• Perform policy processing duties such as new insurance policies, renewals, changes, cancellations, claims etc.
• Manage the day‑to‑day operations of the administrative function, including maintaining office supplies, coordinating maintenance of office equipment, and managing vendors.
• Handle postage and courier matters, ensuring timely dispatch and tracking of documents when needed.

Requirements

• Educational Background: Diploma holders in Business Administration, Secretarial Studies, or related fields are encouraged to apply. A Bachelor's degree in Business or Communications is preferred but not mandatory.
• Language Skills: Fluency in Bahasa Malaysia, Mandarin, and English is essential for effective communication with diverse stakeholders. Excellent verbal and written communication skills.
• Professional Experience: Candidates with 1-2 years of administrative or secretarial experience are ideal, but those with no prior experience are also welcomed to apply if they demonstrate strong organizational skills and a professional attitude.
• Adaptability: Ability to thrive in high‑pressure environments and handle multiple tasks efficiently is highly valued. Discretion and confidentiality. Exceptional planning and time‑management skills.
• Tech‑savvy individual: Familiarity with Microsoft Excel, Word, and PowerPoint, online tools along with general computer literacy, is essential for success in this role.
• Detail‑oriented: A keen eye for detail and the ability to maintain accuracy in all tasks is crucial.
• Positive attitude: A pleasant personality, strong work ethic, and good attitude are highly valued.
• Self‑motivated: The ideal candidate should be able to work independently with minimal supervision.

What we offer

• Salary package inclusive of basic + commission
• 5 days work week (8:00AM - 6:00PM)
• KWSP (EPF) & SOCSO
• Medical
• Bonus
• Annual leave, Marriage‑leave, Maternity / Paternity leave, and others
• Uniform provided (FOC)

About us

GAOYA FURNITURE INDUSTRIES SDN. BHD. is a leading manufacturer and supplier of high‑quality furniture products in Malaysia. We have over 20 years’ experience in this industry and export furniture to more than 30 countries today. "Growing, Investing and Innovating" are our company’s motto for success in this industry. We continuously invest in our state‑of‑the‑art manufacturing, technology, equipment and our people to expand our capacity and capability to manufacture versatile and high‑quality furniture at competitive price to our customers.

Apply now and join our team!