Personal Assistant to CEO

Involve Asia; Kuala Lumpur; Hybrid; MYR 100,000 - 150,000; Full time

Job summary

A dynamic company in Malaysia is seeking a highly organized Personal Assistant to support the CEO with various administrative and household tasks. This role offers flexibility in work location while requiring availability during standard office hours. The ideal candidate should be able to handle multiple priorities, manage sensitive information, and demonstrate a proactive approach to problem-solving.

Qualifications

• 3-5 years of experience as Personal Assistant or Executive Assistant.
• Own car and valid driving license.
• Ability to work independently with minimal supervision.
• Trustworthy in handling confidential information.
• Excellent communication skills in English and Mandarin.

Responsibilities

• Schedule and coordinate home maintenance activities.
• Organize and maintain Google Drive folder structure.
• Pick up and deliver documents between locations.
• Prepare materials for meetings as required.
• Arrange travel bookings and itineraries.

Skills

Highly organized

Proactive problem-solver

Strong proficiency with Google Workspace

Excellent written communication

Excellent verbal communication

Tools

Google Workspace

Cloud-based tools

Job description

ABOUT THE ROLE

We are seeking a highly organized and proactive Personal Assistant to provide comprehensive support to our CEO. This role offers flexibility in work location while requiring availability during standard office hours for both home and office-based tasks. The ideal candidate will be a self-starter who can manage multiple priorities, handle sensitive information with discretion, and take initiative to ensure smooth operations across both professional and personal matters.

WORK ARRANGEMENT

Flexible remote and on-site work during office hours (9am - 6pm). Must be available to travel to home (Shah Alam area) and office (Mid Valley City, KL) as needed.

KEY RESPONSIBILITIES

1) Administrative & Household Management

• Schedule and coordinate home maintenance activities and household services
• Process and manage bill payments
• Book appointments and reservations for restaurants, medical appointments, and personal needs
• Conduct research on various topics and compile findings as assigned

2) Document & Information Management

• Follow up proactively with internal and external parties for pending documents and response
• Organize and maintain Google Drive folder structure to ensure easy access to important files
• File and track important documents, contracts, and records systematically
• Monitor and alert on deadlines for renewals, submissions, and critical action items

3) Errands & Coordination

• Pick up and deliver documents between home, office, and third-party locations
• Run errands for office supplies, personal items, and family-related needs
• Be present at home for service appointments and coordinate with contractor
• Handle courier pickups, deliveries, and shipment coordination

4) Executive Support

• Prepare materials and documents for meetings when required
• Track action items from meetings and follow up on completion
• Coordinate with team members on administrative and logistical matters
• Arrange comprehensive travel bookings and itineraries for business and family trip
• Maintain basic expense tracking and prepare reports as needed

REQUIRED QUALIFICATIONS

• 3-5 years of experience as Personal Assistant or Executive Assistant, preferably supporting senior executives or founders
• Own car and valid driving license - must be comfortable driving around Klang Valley
• Highly organized with exceptional attention to detail
• Proactive problem-solver who anticipates needs and takes initiative
• Strong proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
• Experience with cloud-based tools and quick to learn new applications
• Demonstrated trustworthiness in handling confidential and sensitive information
• Excellent written and verbal communication skills in English and Mandarin
• Able to work independently with minimal supervision
• Flexible and adaptable to changing priorities

IDEAL CANDIDATE TRAITS

• Takes ownership of tasks from start to finish
• Stays calm under pressure and manages competing priorities effectively
• Anticipates needs before being asked
• Maintains a high standard of quality and accuracy
• Respects confidentiality and exercises sound judgment
• Professional, reliable, and punctual

TO APPLY

Please submit your resume along with a brief cover letter explaining why you would be a great fit for this role. In your cover letter, please include an example of how you've proactively solved a problem or improved a process in a previous PA/EA role.