Personal Assistant to CEO

Winstar Aluminium Manufacturing Sdn Bhd; Kepong; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading aluminium manufacturing company in Kuala Lumpur is looking for a Personal Assistant to support the CEO with managing schedules, coordinating meetings, and handling correspondence. The ideal candidate has at least 5 years of executive support experience, strong organizational skills, and is proficient in both English and Bahasa Malaysia.

Qualifications

• Minimum 5 years of experience supporting top-level executives.
• Meticulous, well-organized, and able to work independently.
• Fluent in English and Bahasa Malaysia; Mandarin is a plus.

Responsibilities

• Manage the CEO’s daily schedule and appointments.
• Act as the point of contact for stakeholders.
• Plan and coordinate complex travel itineraries.

Skills

Strong organizational skills

Strong communication skills

Attention to detail

Problem-solving abilities

Multitasking abilities

Education

Bachelor’s Degree or Diploma in Business Administration

Tools

MS Office

Google Workspace

Project tracking tools

Job description

Responsibilities

• Manage the CEO’s daily schedule, appointments, and meeting arrangements.
• Organize and coordinate internal and external meetings, including plant visits, board meetings, and leadership briefings.
• Prepare and circulate meeting agendas, documents, and minutes within 3 days after the meeting.
• Prepare letters of approval and meeting documents within required time frames.
• Prepare agendas, meeting notes, reports, and presentation materials.
• Track action items and ensure timely follow-ups.

Communication & Coordination

• Act as the point of contact between the CEO and internal/external stakeholders, including suppliers, partners, and regulatory bodies.
• Draft, review, and manage professional correspondence, emails, and memos.
• Handle confidential documents with discretion.

Travel & Logistics

• Plan and coordinate complex travel itineraries including factory visits, international trade shows, and supplier meetings.
• Manage travel expenses, claims, and reimbursements.

Project & Operational Support

• Assist in project coordination involving operations, production planning, or supplier development.
• Liaise with department heads to gather reports and consolidate updates for the CEO.
• Support preparation for management reviews, audits, or compliance submissions.

Administrative Management

• Maintain an organized filing system (both physical and digital).
• Monitor office supplies and coordinate with Admin for the CEO’s needs.
• Handle personal matters for the CEO as required (minimal and on a need basis).
• Assist with special projects and any other administrative tasks as required.

Requirements

• Bachelor’s Degree or Diploma in Business Administration, Management, or related fields.
• Minimum 5 years of experience supporting top-level executives.
• Meticulous, detailed, well-organized, and able to work independently to meet deadlines.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong communication skills in English and Bahasa Malaysia; Mandarin is a plus.
• Excellent organizational, problem-solving, and multitasking abilities.
• High integrity, confidentiality, and professionalism.
• Proficient in MS Office, Google Workspace, and project tracking tools.

Application Questions

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How many years' experience do you have as a Personal Assistant to the Chief Executive Officer?
• Which of the following Microsoft Office products are you experienced with?