Personal Assistant Director

MAC INNOVATIONS SDN BHD; Ampang Jaya Municipal Council; On-site; MYR 20,000 - 100,000; Full time

Job summary

A technology solutions provider seeks a skilled Personal Assistant to support its CEO in professional, administrative, and executive tasks. The role involves managing schedules, preparing documents for meetings, and coordinating operations across departments. Ideal candidates are organized and proactive, capable of handling sensitive information, and comfortable in a dynamic business environment. Opportunities for career advancement within the company are available.

Qualifications

• Fresh graduates are welcome, but prior PA experience is an advantage.
• Self-driven and proactive—takes initiative without waiting to be told.
• Confident in managing personal errands like booking flights and events.

Responsibilities

• Manage CEO’s calendar, appointments, and meeting schedules.
• Prepare materials for board meetings and internal reviews.
• Coordinate follow-ups and protect CEO's focus.
• Liaise with department heads on project progress.
• Assist in recruitment and onboarding processes.

Skills

Strong command of English

Organized and detail-oriented

Proficient in Microsoft Office

Proficient in Google Workspace

Ability to handle sensitive information

Education

Diploma or Degree in Business Administration

Tools

ClickUp

WhatsApp Web

Canva

Job description

As the Personal Assistant (PA) to the DIRECTOR of MAC Innovations, you will play a pivotal role in supporting the CEO across all professional, administrative, and executive tasks. Your work ensures smooth daily operations, efficient communication, and executive focus on strategic business growth. You are the CEO’s right hand, anticipating needs and executing with precision, speed, and discretion.

Executive Support

• Manage CEO’s calendar, appointments, and meeting schedules across both business and personal matters.
• Prepare materials for board meetings, internal reviews, and business presentations (e.g., slides, reports, agendas).
• Coordinate follow-ups, task reminders, and time‑blocking to protect CEO’s focus.

Administrative Management

• Handle confidential documents, business agreements, and filing (e‑filing + hard copies).
• Manage and prioritize emails, WhatsApp messages, and task updates from internal departments.
• Monitor and manage office supply needs, subscriptions, renewals, and system access (e.g., Canva, ClickUp, Zoom).

Business Operations Coordination

• Liaise with department heads to track progress of key projects (marketing, sales, training, finance).
• Follow up on KPIs, staff scorecards, meeting minutes, and prepare summaries for the CEO.
• Assist in recruitment logistics, onboarding of new hires, and preparation of HR files.

Project Assistance

• Help track deadlines for internal training manuals, product launch materials, investor presentations, etc.
• Manage document control and version tracking for company decks, SOPs, pitchbooks, etc.
• Coordinate with external vendors (e.g., printers, event venues, marketing partners) as needed.

Personal & Lifestyle Assistance

• Manage selected personal errands such as booking flights/hotels, restaurant reservations, and gifts.
• Assist in lifestyle calendar planning for events, family milestones, and wellness appointments.

Qualifications

• Diploma or Degree in Business Administration, Communications, or related field.
• Strong command of English; Chinese is a plus.
• Fresh graduates are welcome, but prior PA experience is an advantage.
• Highly organized, structured, and detail‑oriented.
• Discreet, trustworthy, and able to handle sensitive information.
• Confident with Microsoft Office, Google Workspace, ClickUp, WhatsApp Web, and Canva.
• Self‑driven and proactive—takes initiative without waiting to be told.
• Positive attitude, eager to learn and adapt in a fast‑paced entrepreneurial environment.

Performance KPIs (Key Performance Indicators)

• 95%+ on‑time task and deadline management.
• 24‑hour response to key internal coordination tasks.
• Calendar accuracy and double‑booking error rate <5%.
• Weekly summary report prepared every Friday for CEO.
• Positive feedback from CEO and department heads (quarterly review).

Career Path

• Executive Assistant
• Operations Coordinator / Officer
• Other leadership track roles within MAC Innovations

Location: Kuala Lumpur City Centre, Kuala Lumpur, MY