Personal Assistant to Chairman

TWY Search International (M) Sdn Bhd; Puchong; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading search firm in Puchong, Malaysia is seeking a Personal Assistant to the Chairman to provide comprehensive administrative, coordination, and logistical support. The ideal candidate, with 1–2 years of experience, will manage the Chairman's calendar, coordinate meetings across time zones, handle communications, and assist in travel logistics. Proficiency in Microsoft Office and strong organizational skills are essential. Opportunities for career growth into senior executive support roles are available.

Qualifications

• 1–2 years of experience in administrative, coordination or personal assistant roles.
• Good command of English; proficiency in additional languages is an advantage.
• Strong organizational and time-management skills.

Responsibilities

• Manage and maintain the Chairman’s calendar, appointments, and meeting schedules.
• Handle routine correspondence, emails, and telephone communications.
• Arrange domestic and international travel itineraries, including flights and accommodation.
• Assist in preparing letters, reports, and presentation slides.
• Support tracking of timelines for current projects.

Skills

Organizational skills

Time-management skills

Communication abilities

Attention to detail

Interpersonal skills

Proficiency in Microsoft Office

Education

Diploma or Bachelor’s degree in Business Administration, Communications, Management or related fields

Tools

Microsoft Office applications

Digital collaboration tools

Job description

The Personal Assistant (PA) to the Chairman provides administrative, coordination, and logistical support to ensure the smooth execution of the Chairman’s daily activities and engagements across multiple countries. The role requires strong organizational skills, professionalism, and the ability to manage tasks efficiently in a fast-paced environment. This position is suitable for candidates with 1–2 years of experience who are looking to develop their capabilities in executive support.

Key Responsibilities

2.1 Administrative Support

• Manage and maintain the Chairman’s calendar, appointments, and meeting schedules.
• Coordinate meetings across different time zones and ensure timely reminders.
• Prepare meeting notes, action item lists, and basic documentation as required.
• Maintain organized filing systems, both digital and physical.

2.2 Communication & Coordination

• Handle routine correspondence, emails, and telephone communications on behalf of the Chairman.
• Liaise with internal departments and external stakeholders for scheduling, information requests, and follow‑ups.
• Ensure timely and accurate communication flow between the Chairman and relevant parties.

2.3 Travel & Logistics Management

• Arrange domestic and international travel itineraries, including flights, accommodation, transport and visas.
• Prepare travel documentation, itineraries and meeting packs.
• Coordinate logistics for events, visits and meetings involving the Chairman.

2.4 Documentation & Reporting

• Assist in preparing letters, reports, presentation slides and other documents.
• Conduct basic research and compile information as required.
• Ensure accuracy, completeness and proper formatting of all documents.

2.5 Project Coordination

• Assist in coordinating projects currently in progress or those to be developed.
• Support tracking of timelines, deliverables and follow‑up actions.
• Liaise with relevant teams to gather updates and ensure alignment with the Chairman’s directives.
• Provide operational support for ad‑hoc tasks assigned by the Chairman.
• Assist in organising internal and external events, including meetings, conferences and visits.
• Handle other miscellaneous duties as necessary to support the Chairman’s office.

Requirements

3.1 Education

• Diploma or Bachelor’s degree in Business Administration, Communications, Management or related fields.

3.2 Experience

• 1–2 years of experience in administrative, coordination or personal assistant roles.
• Good command of English; proficiency in additional languages is an advantage.
• Strong organisational and time‑management skills.
• Good written and verbal communication abilities.
• Proficiency in Microsoft Office applications and digital collaboration tools.
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to multitask.

3.4 Personal Attributes

• Professional, reliable and well‑presented.
• Positive attitude with a willingness to learn.
• Able to work independently with minimal supervision.
• Adaptable and able to perform in a fast‑paced environment.
• Strong interpersonal skills and cultural awareness.

Additional Information (Optional)

• May be required to work outside standard office hours due to time zone differences.
• Occasional travel may be required.
• Opportunities for career growth into senior executive support roles.