Personal Assistant (PA)/Executive Assistant (EA) - Mandarin Speaker

UpGrowth HR Sdn. Bhd.; Kuala Lumpur; On-site; MYR 48,000 - 80,000; Full time

Job summary

UpGrowth HR Sdn. Bhd. is seeking a proactive Executive Assistant to the Founder, coordinating daily operations, calendars, travel, and cross‑department initiatives in a fast‑growing environment.

You will document SOPs, manage reports and internal comms, and help implement automation and AI tools. Fresh graduates welcome; minimum 2 years experience preferred; strong organization and independent work style required.

Qualifications

• Diploma or Degree in Business Administration, Management, Human Resources, Communications, or related fields.
• Minimum 2 years of experience as a Personal Assistant, Executive Assistant, Project Coordinator, or similar role.
• Fresh graduates with exceptional organizational skills are encouraged to apply.
• Excellent organizational and time management skills.
• Strong follow-up and coordination abilities.
• Comfortable using AI tools and digital platforms.
• Strong problem-solving mindset and attention to detail.
• Proactive and resourceful.
• Able to work independently with minimal supervision.

Responsibilities

• Manage the Founder's calendar, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, minutes, and follow-up action items.
• Maintain confidential documents and sensitive business information.
• Monitor and follow up on key tasks assigned by the Founder.
• Coordinate with department heads to ensure deadlines and deliverables are met.
• Track progress of business projects and initiatives.
• Document and maintain company SOPs, workflows, and internal processes.
• Identify opportunities for process improvements and operational efficiency.
• Assist in implementing automation and AI solutions where applicable.
• Act as a communication bridge between the Founder and various departments.
• Coordinate company announcements, updates, and internal communications.
• Assist in organizing company events, team engagement activities, and learning initiatives.
• Prepare reports, presentations, dashboards, and business summaries.
• Consolidate information from different departments for management review.
• Maintain accurate filing systems, records, and databases.
• Assist with monthly management reporting requirements.

Skills

Organizational skills

Time management

Follow-up

AI tools

Digital platforms

Education

Diploma/Degree in Business Administration/Management/HR/Communications

Tools

AI tools

Digital platforms

Job description

JOB SUMMARY:

This position serves as the right-hand person to the Founder, ensuring smooth daily operations, effective coordination, and timely execution of key business initiatives. This role goes beyond calendar management and administrative support. This role will act as a central coordinator across departments, supporting business operations, project management, client administration, internal communications, SOP documentation, and strategic initiatives.

The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

JOB RESPONSIBILITIES:

1. Executive & Administrative Support

• Manage the Founder's calendar, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, minutes, and follow-up action items.
• Maintain confidential documents and sensitive business information.

2. Business Operations Coordination

• Monitor and follow up on key tasks assigned by the Founder.
• Coordinate with department heads to ensure deadlines and deliverables are met.
• Track progress of business projects and initiatives.

3. Process Improvement & SOP Management

• Document and maintain company SOPs, workflows, and internal processes.
• Identify opportunities for process improvements and operational efficiency.
• Assist in implementing automation and AI solutions where applicable.

4. Internal Communication & Team Support

• Act as a communication bridge between the Founder and various departments.
• Coordinate company announcements, updates, and internal communications.
• Assist in organizing company events, team engagement activities, and learning initiatives.

5. Reporting & Documentation

• Prepare reports, presentations, dashboards, and business summaries.
• Consolidate information from different departments for management review.
• Maintain accurate filing systems, records, and databases.
• Assist with monthly management reporting requirements.

JOB REQUIREMENTS:

1. Education & Experience

• Diploma or Degree in Business Administration, Management, Human Resources, Communications, or related fields.

• Minimum 2 years of experience as a Personal Assistant, Executive Assistant, Project Coordinator, or similar role.

• Fresh graduates with exceptional organizational skills are encouraged to apply.

1. Skills & Competencies

• Excellent organizational and time management skills.
• Strong follow-up and coordination abilities.
• Comfortable using AI tools and digital platforms.
• Strong problem-solving mindset and attention to detail.

1. Personal Attributes

• Proactive and resourceful.
• Highly accountable and dependable.
• Able to work independently with minimal supervision.
• Comfortable working in a dynamic and fast-growing environment.
• Positive attitude with a willingness to learn and grow.

KEY SUCCESS INDICATORS:

• Timely completion of assigned tasks and projects.
• SOP and documentation updates completed on schedule.
• Accuracy of reports and administrative records.
• Internal stakeholder satisfaction.
• Responsiveness and turnaround time on key requests.