Personal Assistant cum Secretary

Private Advertiser; Iskandar Puteri; On-site; MYR 56,000 - 100,000; Full time

Job summary

The Private Advertiser seeks an organised Personal Assistant/Executive Secretary to support the Managing Director. You will manage the MD's schedule, travel arrangements, correspondence and confidential documentation, ensuring professional communication and timely delivery.

You will coordinate cross‑department communications, prepare reports, organize meetings, track actions, and provide administrative support for special projects.

Qualifications

• Diploma in Business Administration, Management, Secretarial Studies, or equivalent qualification.
• Minimum 3 years of working experience in personal assistant, executive secretary, or management support roles.
• Experience supporting senior management or director-level executives in a corporate or manufacturing environment is an added advantage.
• Strong organizational and time management skills
• Good communication and professional writing skills
• Ability to handle confidential information professionally
• Strong coordination, multitasking, and follow-up skills
• Able to work independently under tight deadlines

Responsibilities

• Coordinate the MD's appointments, meetings, business travel and daily schedule.
• Manage itineraries, reminders, transportation, accommodation and travel documentation.
• Adjust priorities and schedules according to management requirements.
• Manage professional correspondence, emails, letters, calls and communications for the MD Office.
• Coordinate communication between the MD, internal departments and external stakeholders.
• Maintain proper records while ensuring confidentiality and professionalism.
• Organise management meetings, including agendas, materials, minutes and action items.
• Consolidate departmental reports and updates for management review.
• Track and follow up on management decisions and outstanding actions.
• Maintain and control confidential executive documents, agreements, reports and records.
• Ensure proper filing, version control, approvals and timely document updates.
• Safeguard sensitive management and business information.
• Follow up with departments on management instructions, projects and pending matters.
• Support the MD in monitoring operational progress and preparing reports or presentations.
• Coordinate administrative support for management activities and special projects.
• Coach and develop employees to strengthen technical, soft skills and teamwork capabilities.
• Monitor team performance and identify development gaps through the Performance Management System.
• Establish and track appropriate training and development plans.

Skills

Organisational skills

Time management

Communication

Written communication

Confidentiality

Coordination

Multitasking

Deadline driven

Education

Diploma in Business Administration/Management/Secretarial Studies

Job description

1. Managing Directors Schedule & Travel

Coordinate the MD's appointments, meetings, business travel and daily schedule.

Manage itineraries, reminders, transportation, accommodation and travel documentation.

Adjust priorities and schedules according to management requirements.

Manage professional correspondence, emails, letters, calls and communications for the MD Office.

Coordinate communication between the MD, internal departments and external stakeholders.

Maintain proper records while ensuring confidentiality and professionalism.

3. Meetings & Management Reporting

Organise management meetings, including agendas, materials, minutes and action items.

Consolidate departmental reports and updates for management review.

Track and follow up on management decisions and outstanding actions.

4. Confidential Documents & Records

Maintain and control confidential executive documents, agreements, reports and records.

Ensure proper filing, version control, approvals and timely document updates.

Safeguard sensitive management and business information.

5. Management Follow-Up & Administrative Support

Follow up with departments on management instructions, projects and pending matters.

Support the MD in monitoring operational progress and preparing reports or presentations.

Coordinate administrative support for management activities and special projects.

6. Team Development & Performance

Coach and develop employees to strengthen technical, soft skills and teamwork capabilities.

Monitor team performance and identify development gaps through the Performance Management System.

Establish and track appropriate training and development plans.

Job Requirements

Diploma in Business Administration, Management, Secretarial Studies, or equivalent qualification.

Minimum 3 years of working experience in personal assistant, executive secretary, or management support roles.

Experience supporting senior management or director-level executives in a corporate or manufacturing environment is an added advantage.

Strong organizational and time management skills

Good communication and professional writing skills

Ability to handle confidential information professionally

Strong coordination, multitasking, and follow-up skills

Able to work independently under tight deadlines

Questions

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How many years' experience do you have as a Personal Assistant?
• Which of the following types of qualifications do you have?