Personal Assistant / Executive Assistant

THE LONGFORT GROUP SDN. BHD.; Kuala Lumpur; Hybrid; MYR 40,000 - 60,000; Full time

Job summary

A family office in Malaysia is seeking a Personal Assistant/Executive Assistant to provide high-level administrative support to key executives. The ideal candidate will have a minimum of 3 years of experience, fluency in English, and strong project management skills. This role offers a hybrid work mode and the opportunity for growth into roles such as Business Manager or Chief of Staff.

Qualifications

• Minimum 3 years working experience.
• Fluency in written and spoken English.
• Proficiency in Mandarin is a plus.

Responsibilities

• Provide high-level administrative support to key executives.
• Maintain calendar and logistics for travel.
• Manage HR and administrative aspects of support staff.

Skills

Project management

Attention to detail

Problem-solving

Critical thinking

Fluent in English

Business correspondence writing

Proficiency in Word, Excel, PowerPoint, Outlook

Excellent organization skills

Excellent interpersonal skills

Ability to manage workflow and priorities

Job description

Personal Assistant / Executive Assistant

We are a family office managing both the financial and non-financial interests of a family. The scope of services we render to our internal clients are comprehensive, both in breadth and depth, covering such areas as: accounting, financial planning and reporting, investment management, asset management, company/fund/trust administration, statutory compliance, human resources management, and lifestyle concierge.

Overall Purpose of the Job

To provide high-level, efficient, and confidential administrative support to key executives. The Executive Assistant must demonstrate utmost professionalism, integrity, and discretion, while anticipating needs and proactively enhancing executive effectiveness. This role requires versatility, sound judgment, and a results-driven mindset, with a clear objective — to enable our key executives to operate at their highest capacity.

Candidate Profile

While this is a multi-disciplinary role, the primary responsibility is to provide a full range of administrative support services. Additional skills, experience, and/or qualifications in the following areas are highly preferred: family office administration, accounting, fund or trust administration, corporate secretarial, or paralegal work.

Personality

The ideal candidate is open-minded, positive, energetic, proactive, and reliable while maintaining a high level of discretion. Key strengths include project management (planning, organizing, and coordinating), attention to detail, problem-solving, and critical thinking. Above all, the candidate should be driven by a commitment to excellence in every aspect of their work.

This role offers a clear growth trajectory, with potential advancement to positions such as Business Manager or Chief of Staff, and eventually General Manager of the family office or an operating business unit. It is especially rewarding for individuals who are passionate about delivering exceptional service and thrive on solving complex problems.

Key Result Areas

Gatekeeping and liaison: Communicate on behalf of the family & coordinate with external parties and be the main point of contact.

Calendar management: Maintain, organize and remind.

Manage HR and admin aspects of support staff.

Travel and logistics: Arrange transportation and accommodation as well as trip planning.

Property management: Maintenance, repairs & tenant management.

Accounting: Expenses management, record keeping, processing payments & manage petty cash.

Company administration: Compliance with statutory requirements pertaining to accounting, audit, tax and legal.

Fleet management: Schedule and arrange vehicle maintenance and repair & renewal of road tax and insurance.

Manage procurement and vendor relationships.

Manage memberships and subscriptions.

Person Specification

Culture & core values: respect, humility, integrity, responsibility, focus, goodness, presentable appearance.

Experience: Minimum 3 years workings experience

Circumstances

Willing to work outside of ordinary business hours

Commit to be reachable at all times

Willing to travel

Must have own transport

Location: Damansara Heights near MRT. Hybrid mode

Job Specific Skill & Competencies

Language skills: Fluent in written and spoken English. Proficiency in Mandarin will be considered an added advantage.

Writing skills: Business correspondence writing

Note taking skills: Demonstrated experience recording accurate minutes of meetings and overall pen to paper habits

Computer skills: Proficiency in Word, Excel, PowerPoint and Outlook

Organization skills: Excellent organization skills and multi-tasking abilities

Ability to take initiative to manage work flow and priorities

Ability to work to deadlines and under pressure

Communication skills: Excellent grammar and writing skills as well as oral communication skills

Interpersonal skills: Excellent interpersonal skills with ability to work effectively with colleagues from all levels

Sound judgment

Ability to maintain confidentiality and to use high degree of discretion

Committed, dedicated, loyal and honest

Highly meticulous with strong attention to detail

Good planning and follow up skills