PERSONAL ASSISTANT (PA)

ATIFA TOWAGE AND TRANSPORT SDN BHD; Malacca City; On-site; MYR 67,000 - 123,000; Full time

Benefits offered by this job

Performance-based annual bonus

Medical benefits

Annual Leave entitlement

EPF / SOCSO / EIS contributions

Job summary

ATIFA TOWAGE AND TRANSPORT SDN BHD is seeking a highly competent Personal Assistant to provide executive support to the Executive Chairman in a demanding maritime environment. The role requires strong organizational skills, sound judgment and strict confidentiality to manage priorities and ensure seamless executive operations.

The successful candidate will coordinate daily activities, calendar, travel, meetings and prepared materials while liaising with clients, vessel owners, port authorities

Qualifications

• Bachelor's degree in business/management or maritime-related field.
• Minimum five years in a PA/EA role supporting senior management.
• Experience in shipping, maritime or related field with discretion.
• Proficient in English and Bahasa Malaysia; Mandarin preferred.
• Strong communication, coordination and organizational skills.
• Proficient with Microsoft Office and document preparation.

Responsibilities

• Provide comprehensive executive and administrative support to the Executive Chairman.
• Manage daily calendar, appointments, meetings and business commitments.
• Arrange domestic and international travel, including visas and itineraries.
• Prepare reports, presentations, proposals, agendas and minutes.
• Act as primary contact between the Executive Chairman and stakeholders.
• Liaise with clients, vessel owners, port authorities, government agencies and partners.
• Monitor project progress and ensure timely action items.
• Handle confidential documents with discretion.
• Conduct research and prepare briefing papers for decisions.
• Coordinate meetings, events and executive engagements.
• Maintain filing systems and documentation.
• Perform personal and business-related assignments as needed.
• Undertake other duties as assigned by Management.

Skills

Executive Support

Calendar & Schedule Management

Business Communication

Stakeholder Management

Meeting & Event Coordination

Confidentiality

Education

Bachelor's Degree in Business Administration / Maritime Management / Secretarial Studies

Tools

Microsoft Office Suite

Job description

We are seeking a highly competent, proactive, and professional Personal Assistant to provide comprehensive executive support to the Executive Chairman in a dynamic maritime business environment. This role requires an individual with exceptional organizational skills, sound business judgment, and the ability to manage complex priorities while maintaining the highest level of confidentiality and professionalism.

The successful candidate will serve as a trusted partner to the Director, ensuring seamless coordination of daily operations, strategic initiatives, and executive priorities.

Responsibilities

Provide comprehensive executive and administrative support to the Executive Chairman

Manage and coordinate the Executive Chairman daily calendar, appointments, meetings and business commitments.

Arrange domestic and international travel, including flights, accommodation, transportation, visas and detailed itineraries.

Prepare professional correspondence, reports, presentations, proposals, meeting agendas and minutes.

Act as the primary point of contact between the Executive Chairman and internal or external stakeholders.

Liaise professionally with clients, vessel owners, charterers, port authorities, government agencies, suppliers and business partners.

Monitor project progress, follow up on outstanding matters and ensure timely execution of action items.

Handle confidential documents and sensitive business information with absolute discretion.

Conduct research, compile information and prepare briefing papers to support management decision-making.

Coordinate meetings, corporate events and executive business engagements.

Maintain accurate filing systems and proper documentation.

Perform personal and business-related assignments as delegated by the Executive Chairman.

Undertake any other duties assigned by Management from time to time.

Requirements

Bachelor's Degree in Business Administration, Management, Maritime Management, Secretarial Studies, Corporate Administration, or an equivalent professional qualification.

Minimum five (5) years of proven experience as a Personal Assistant, Executive Assistant, or a similar role supporting Senior Management, Directors, or C-Level Executives.

Demonstrated ability to work independently with a strong understanding of the maritime industry and its operational environment.

Prior experience in the shipping, maritime, logistics, offshore, port operations, or marine services industry will be a distinct advantage.

Excellent command of English, Bahasa Malaysia and Ability to communicate in Mandarin is preferred and will be considered an added advantage.

Strong business communication, interpersonal, and stakeholder management skills.

Exceptional organizational, planning, and multitasking abilities with strong attention to detail.

Proven ability to manage multiple priorities and perform effectively under pressure.

High level of integrity, professionalism, and discretion in handling confidential information.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong analytical, problem-solving, and decision-support capabilities.

Able to work independently with minimal supervision while maintaining a high standard of accuracy.

Possess a valid driving licence and own transportation.

Willing to travel anywhere and work beyond normal office hours whenever required.

Only shortlisted candidates with relevant maritime industry experience will be contacted.

Core Competencies

Executive Support

Calendar & Schedule Management

Business Correspondence

Travel & Itinerary Coordination

Stakeholder Management

Meeting & Event Coordination

Report & Presentation Preparation

Confidential Information Management

Time Management

Problem Solving

Microsoft Office Suite

Professional Communication

Why Join Us?

Performance-based annual bonus.

EPF, SOCSO & EIS contributions.

Annual Leave and Medical Leave entitlement.

Medical benefits.

Career development opportunities within the maritime industry.

Professional and collaborative working environment.

Opportunity to work closely with senior leadership and contribute to the company's strategic growth.

Working Hours

Monday – Friday
8:30 AM – 5:30 PM

Unlock job insights

Hirer responsiveness Salary match Number of applicants

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Personal Assistant?
• Are you willing to travel for this role when required?
• Which of the following Microsoft Office products are you experienced with?
• Do you have secretarial experience?
• Do you have experience working with logistics, freight & delivery services?