Personal Assistant

Baker Tilly Malaysia; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading professional services firm is seeking an Executive Assistant to provide high-level support to the Managing Partner. This role involves managing the partner's schedule, facilitating communication, and ensuring operational efficiency. Ideal candidates should have strong organizational skills, experience in administrative roles, and proficiency in Microsoft Office. A friendly and proactive attitude is essential. This position is based in Kuala Lumpur, Malaysia, and offers a dynamic work environment.

Qualifications

• Proven experience as Executive Assistant or similar senior administrative support role.
• Prior experience supporting C-suite or senior leadership strongly preferred.
• Familiarity with professional services firms is advantageous.

Responsibilities

• Manage and maintain the Managing Partner's schedule, meetings, and deadlines.
• Coordinate internal and external meetings with diverse stakeholders.
• Organise and prepare meeting agendas, briefing notes, and materials.
• Draft, review, and edit correspondence on behalf of the Managing Partner.
• Assist in monitoring departmental workflows and compliance milestones.

Skills

Excellent communication skills (English & Bahasa Malaysia)

Strong organisational and time-management abilities

High proficiency in Microsoft Office and productivity tools

Ability to handle confidential information with discretion

Proactive and capable of multi-tasking

Strong interpersonal skills

Education

Diploma in Business Administration, Management, or relevant field

Bachelor’s Degree (preferred)

Tools

Microsoft Office

SharePoint

Microsoft Teams

Microsoft PowerPoint

Job description

Job Requirement

• Executive Support & Calendar Management
• Manage and maintain the Managing Partner’s daily schedule, meetings, appointments, and deadlines.
• Coordinate internal and external meetings with clients, partners, regulators, and senior management.
• Anticipate scheduling issues and proactively resolve conflicts.
• Arrange travel logistics, including itineraries, hotel bookings, transport, and visa matters.
• Meeting Coordination & Documentation
• Organise and prepare agendas, briefing notes, meeting packs, and presentation materials.
• Attend key meetings with the Managing Partner and accurately record minutes and action items.
• Track post‑meeting follow‑ups with responsible teams and ensure timely completion.
• Maintain a structured system for version control and storage of meeting documents relating to the Managing Partner’s functions.
• Communication & Correspondence Management
• Draft, review, and edit internal and external correspondence on behalf of the Managing Partner.
• Manage high‑volume email communications with professionalism and confidentiality.
• Liaise with partners, senior staff, clients, government agencies, and external advisors.
• Ensure a consistent and polished communication tone reflective of the Managing Partner’s expectations.
• Operational & Administrative Support
• Assist in monitoring departmental workflows, KPI reporting, compliance milestones, and time‑critical matters with the respective Partners.
• Maintain the Managing Partner’s files, confidential documents, and reference materials—both physical and digital.
• Manage the Managing Partner’s timesheets, expense claims, and departmental administrative submissions.
• Liaise with Finance, HR, Practice Admin, and Compliance teams to streamline processes.
• Department & Partner Coordination
• Coordinate with the three licensed partners, team leads, and management to align activities and communications.
• Event & Guest Liaison
• Assist in planning, coordinating, and executing firm events under the Managing Partner’s office.
• Manage logistics for visiting leaders, regional partners, and external stakeholders.
• Ensure professional and hospitable interactions with all visitors.

Requirements

• Minimum Diploma in Business Administration, Management, or relevant field.
• Bachelor’s Degree preferred.

Experiences

• Proven experience as Executive Assistant or similar senior administrative support role.
• Prior experience supporting C‑suite or senior leadership strongly preferred.
• Familiarity with professional services firms (legal, accounting, consulting) is advantageous.

Skills & Competencies

• Excellent communication skills. Written and verbal both in English & Bahasa Malaysia.
• Strong organisational and time‑management abilities.
• High proficiency in Microsoft Office, SharePoint, Teams, Microsoft Power Point and productivity tools.
• Ability to handle confidential and sensitive information with discretion.
• Proactive, resourceful, and capable of multi‑tasking in a fast‑paced environment.
• Strong interpersonal skills.

Personal Attributes

• Mature, dependable, and composed under pressure.
• High integrity, trustworthiness, and professionalism.
• Meticulous, detail‑oriented, and efficient.
• Adaptable to changing priorities.
• Positive attitude with strong initiative.