PERSONAL ASSISTANT (PA)

H.S.S. CONFECTIONERY FOODSTUFF SDN. BHD.; Johor; On-site; MYR 39,000 - 61,000; Full time

Job summary

H.S.S. CONFECTIONERY FOODSTUFF SDN. BHD.

is seeking a proactive Personal Assistant to support the Managing Director with daily administrative tasks, meeting planning, and confidential document handling. The role requires bilingual communication in English, Bahasa Malaysia and Mandarin, strong MS Office skills, and the ability to coordinate across teams and external partners with discretion and professionalism.

Qualifications

• Bachelor degree in administrative management or business-related fields.
• At least 1–2 years of relevant work experience (PA/secretary/administrative assistant preferred).
• Proficient in English, Bahasa Malaysia & Mandarin (written and spoken).
• Strong MS Office skills and experience with document management and reporting.

Responsibilities

• Provide daily administrative support to the MD and assist with file management.
• Organize meetings, schedules, travel arrangements, and calendar coordination.
• Handle documentation, drafting, and filing of important documents.
• Facilitate communication across departments and with external partners.
• Maintain confidentiality and ensure information security per policies.
• Take meeting minutes, prepare reports and presentations for MD.
• Support outstation assignments as needed and other duties as assigned.

Skills

English proficiency

Bahasa Malaysia

Mandarin

Organizational skills

Communication

Multitasking

Education

Bachelor Degree in Administrative Management or Business-related fields

Tools

Microsoft Office

Job description

1. Provide Daily Administrative Support / 日常行政支持

协助 MD 处理日常事务，包括文件管理、会议安排、日程安排、邮件收发等。

2. Organize Meetings and Schedules / 会议与行程安排

负责 MD 的会议和行程安排，确保行程顺利，时间管理合理。

3. Handle Documentation and Filing / 文件处理与归档

整理、起草和归档重要文件，确保文件的准确性和完整性。

4. Facilitate Communication and Coordination / 沟通与协调

与公司内部各部门及外部合作伙伴保持良好沟通，传递信息，协助处理问题。

5. Maintain Confidentiality and Security / 信息保密与安全

妥善处理敏感信息，确保信息安全，遵守公司的保密政策。

6. Take Minutes and Prepare Reports / 会议记录与汇报

负责会议记录，整理会议纪要，准备报告和汇报材料供 MD 参考。

7. Outstation Assignments with MD / 配合 MD 出差

能够根据 MD 的工作安排外出。

8. Perform Other Duties as Assigned by MD / MD 安排的其他工作

根据 MD 要求，协助完成临时性或指定的其他工作任务。

PA的基本条件 / Basic Requirements for a Personal Assistant (PA)

学历要求 / Educational Background

行政管理或商业相关领域的学士学位
Bachelor Degree in Administrative Management, or Business-related fields).

工作经验 / Work Experience
至少1-2年相关工作经验（个人助理、秘书或行政助理职位经验更佳）。
At least 1-2 years of relevant work experience (experience as a Personal Assistant, Secretary, or Administrative Assistant is an advantage).
熟悉办公室日常运作，具备行政支持经验。
Familiar with daily office operations and possesses experience in administrative support.

语言能力 / Language Skills
熟练掌握英语、马来语以及中文（书写及口语）。
Proficient in both English, Bahasa Malaysia & Mandarin to effectively communicate with Mandarin-speaking clients (written and spoken).
具备良好的沟通与表达能力。
Excellent communication and expression skills.

电脑技能 / Computer Skills
熟练使用Microsoft Office软件（Word, Excel, PowerPoint, Outlook）。
Proficient in using Microsoft Office software (Word, Excel, PowerPoint, Outlook).
具备处理文件、数据录入、邮件沟通及会议安排的能力。
Capable of handling documents, data entry, email communication, and meeting arrangements.

个人素质 / Personal Qualities
良好的组织、协调与多任务处理能力。
Strong organizational, coordination, and multitasking abilities.
能够保密处理敏感信息，具备高度的职业道德与责任感。
Able to handle confidential information with discretion; demonstrates high professional ethics and a sense of responsibility.
仪表得体、礼貌周到，具备良好的人际交往能力。
Well-presented, courteous, and possesses good interpersonal skills.

时间与抗压能力 / Time Management & Stress Tolerance
能适应快节奏工作环境及灵活的工作时间安排。
Able to adapt to a fast-paced work environment and flexible work schedules.
具备独立工作及在压力下保持高效率的能力。
Able to work independently and maintain high efficiency under pressure.

其他加分条件 / Other Preferred Qualifications
具备驾驶执照（如需外出）。
Possession of a valid driving license (if external assignments are required).
具备商务礼仪及接待客户的经验。
Experience in business etiquette and client reception is an added advantage.