Personal Assistant , Executive Assistant

Private Advertiser; Subang Jaya; On-site; MYR 60,000 - 90,000; Full time

Job summary

Private Advertiser is seeking a Personal Assistant / Executive Assistant to support senior management with day-to-day administration, travel coordination, and board-level logistics. You will manage calendars, draft documents, handle communications, and ensure confidentiality across all interactions.

The role requires at least 3 years in a commercial environment, strong organisational skills, excellent writing ability, and proficiency with MS Office.

Qualifications

• Minimum 3 years' experience in a commercial environment with increasing responsibility.
• Strong integrity, commitment and ability to maintain high confidentiality.
• Able to communicate and interact with internal employees and external parties.

Responsibilities

• Act as trusted contact for Senior Management; handle correspondence, calls and visitors.
• Professional diary management including travel, visas, hotels and meetings.
• Undertake project work to support business development and communications; organize meetings and prepare presentations.
• Coordinate board and senior management meetings: invites, rooms, teleconferencing, agendas, minutes, and action tracking.
• Organize company events and meetings; manage attendance and room bookings.
• Provide administrative support to the board and senior managers as appropriate.
• Proactive inbox management; respond, file and delete emails as required.
• Support office, facilities and HR across all companies to ensure regulatory compliance.
• Coordinate subscriptions and memberships of professional organisations.
• Process timesheets and business-related expenses promptly.
• Prioritise conflicting needs; meet deadlines and handle deadlines under pressure.
• Draft letters, agreements and personal correspondence to enable senior leadership.
• Maintain discretion and confidentiality in relations with board members.
• Undertake other duties as required due to contingencies.

Skills

Diary management

Communication

Discretion & confidentiality

MS Office

Tools

MS Office

Job description

Personal Assistant , Executive Assistant

Acting as the trusted point of contact for the Senior Management office for all external parties and internal staff, and dealing appropriately with correspondence, calls and visitors, representing the Senior Management as and when required

Professional diary management including the seamless co-ordination of travel, visas, hotels and meetings whilst maintaining awareness of key deadlines on behalf of the Senior Management.

Undertake project work and administration to support ongoing business development and group communications, including collating information, formatting documentation, organizing meetings and developing presentations

Co-ordination and support of board, leadership and senior management team meetings including sending invites, booking rooms, organizing teleconferencing, collating agendas, minute taking and recording and tracking of actions

Organizing company events and meetings including room/hotel bookings and managing attendance

Provide administrative support to the board of directors and senior managers as appropriate

Provide proactive inbox management ensuring all emails are correctly responded to, filed and deleted as appropriate

Provide ad hoc administrative and organizational support with aspects of office, facilities and HR management across all companies to help ensure that the business is being run properly and complying with legislation and regulations

Coordinate company subscriptions and membership of professional organizations

Process all time-sheets and business related expenses in a timely manner

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Drafting letters, agreements, personal correspondence, and other tasks that facilitate the Senior Management ability to effectively lead the company

Maintains discretion and confidentiality in relationships with all board members

Undertake other duties that may arise due to contingencies of work from time to time

Requirement

Minimum 3 years working experience in a commercial environment with growing level of responsibility,

Strong integrity, commitment and ability to maintain high level of confidentiality.

Able to communicate and interact with internal employees of all levels & external parties (eg: business partners, clients etc).

Good writing skills, organization skills, and computer skills (MS Office Applications).

Able to meet deadlines, multitask, work under pressure, with good attention to details.

Able to work independently with good problem-solving skills, and able to provide solutions to issues that arise.