Personal Assistant (Mandarin Speaker)

WIT Venture; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A corporate firm in Kuala Lumpur seeks an Executive Support & Strategic Coordination professional to provide high-level assistance to the Director. Responsibilities include managing complex calendars, drafting correspondence, and overseeing office operations. Ideal candidates should have experience in executive support, strong communication skills, and the ability to handle sensitive information. This role is pivotal in ensuring operational efficiency and effective stakeholder engagement.

Qualifications

• Experience providing executive-level support and assistance.
• Ability to manage complex calendars and scheduling.
• Proficiency in drafting and managing correspondences.

Responsibilities

• Provide executive assistance to the Director.
• Manage and draft high-level correspondence.
• Conduct research and prepare analytical summaries.
• Liaise with stakeholders and ensure smooth communication.
• Oversee office administrative functions for operational efficiency.

Skills

High-level executive assistance

Calendar management

Confidential correspondence

Document proofreading

Research and data compilation

Stakeholder engagement

Operational efficiency

Job description

Executive Support & Strategic Coordination

Provide high-level executive assistance to the Director, including managing complex calendars, scheduling strategic meetings, and coordinating business travel and itineraries.

Prepare executive-level meeting materials such as agendas, board papers, presentations, briefings, and performance reports.

Attend key discussions when required and prepare accurate, timely minutes and follow-up action summaries.

Communication, Correspondence & Document Governance

Manage and draft high-level correspondence, including confidential letters, corporate communications, and official memos on behalf of the Director.

Review, proofread, and finalize business documents, contracts, and agreements to ensure accuracy and compliance with company standards.

Serve as the communication bridge between the Director, internal departments, and key external partners.

Information Management & Decision Support

Maintain organized and secure filing systems for confidential documents, ensuring efficient retrieval of information.

Conduct research, compile data, and prepare analytical summaries to support the Director in decision‑making and strategic planning.

Monitor project timelines, follow up with departments, and ensure deliverables are completed as instructed by the Director.

Stakeholder Engagement & Relationship Management

Liaise with senior management, department heads, clients, and external stakeholders to facilitate smooth communication and alignment on critical matters.

Represent the Director professionally in interactions with partners, vendors, and industry counterparts.

Office & Administrative Operations Oversight

Oversee office administrative functions including document flow, supplies, and resource allocation to ensure operational efficiency.

Assist with budget monitoring, expense tracking, and financial reporting related to executive office operations.

Governance, Confidentiality & Process Excellence

Handle highly sensitive information with absolute discretion and integrity.

Identify, recommend, and implement operational improvements to streamline processes within the executive office.

Uphold corporate governance standards and ensure all administrative practices align with company policies.