Personal Assistant to Chief Operating Officer

PINEAPPLE RESOURCES BERHAD; Kuala Lumpur; On-site; MYR 67,000 - 100,000; Full time

Job summary

PINEAPPLE RESOURCES BERHAD is seeking a Personal Assistant to the Chief Operating Officer to provide comprehensive secretarial and administrative support while coordinating restaurant operations, management projects and commercial agreements within a fast-paced F&B business.

The role involves managing the COO's calendar, preparing reports and presentations, reviewing contracts, and liaising with outlet managers and suppliers.

Qualifications

• Diploma or degree in Business Administration, Management, Accounting or related discipline.
• At least 3 years of relevant experience as Personal/Executive/Administrative Assistant.
• Experience in Food & Beverage or restaurant industry is advantageous.
• Experience reviewing commercial agreements and contracts.
• Strong understanding of contractual terms and commercial arrangements.
• Excellent organizational, coordination and communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Fluency in English and Bahasa Malaysia.
• Ability to multitask, work independently and meet tight deadlines.
• High level of integrity and discretion with confidential information.

Responsibilities

• Manage the COO's daily schedules, appointments, meetings and travel arrangements.
• Prepare agendas, minutes, management reports, presentations and correspondence.
• Handle confidential documents and maintain filing systems.
• Coordinate with restaurant outlet managers on daily operations.
• Follow up on management instructions, operational issues and outstanding action items.
• Collect and consolidate outlet performance reports, sales figures and updates.
• Coordinate communication between management and Operations, Finance, HR and Purchasing.
• Assist in monitoring implementation of management decisions, initiatives and projects.
• Review business agreements, contracts and related documents before submission to the COO for approval.
• Review supplier agreements, tenancy agreements and other commercial arrangements.
• Identify key terms, payment obligations, renewal periods and risks for management.
• Coordinate with departments, suppliers, landlords and external advisers on agreement matters.
• Monitor expiry dates, renewal deadlines and compliance with obligations.
• Maintain records and filing of agreements and documents.
• Coordinate meetings with internal departments and suppliers.
• Monitor progress of projects and tasks delegated by the COO.
• Prepare periodic updates on outstanding matters and progress.
• Undertake ad hoc assignments and special projects.

Skills

Organizational skills

Coordination

Communication skills

MS Office proficiency

English language

Bahasa Malaysia

Education

Diploma or Degree in Business Administration/Management

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

Personal Assistant to Chief Operating Officer

As Personal Assistant to the Chief Operating Officer (COO), you will provide comprehensive secretarial and administrative support while coordinating restaurant operations, management projects and commercial agreements across a dynamic Food & Beverage business. This is an opportunity to work closely with senior management in a fast-paced environment.

Key responsibilities

• Manage the COO's daily schedules, appointments, meetings and business travel arrangements.
• Prepare meeting agendas, minutes, management reports, presentations and business correspondence.
• Handle confidential documents and maintain effective filing and documentation systems.
• Coordinate and liaise with restaurant outlet managers on daily operational matters.
• Follow up on management instructions, operational issues and outstanding action items.
• Collect and consolidate outlet performance reports, sales figures and operational updates.
• Coordinate communication between management and the Operations, Finance, Human Resources and Purchasing departments.
• Assist in monitoring the implementation of management decisions, operational initiatives and business improvement projects.
• Review business agreements, contracts and related documents before submission to the COO for consideration and approval.
• Review supplier agreements, tenancy agreements, service contracts and other commercial arrangements.
• Identify and highlight key contractual terms, payment obligations, renewal periods, termination clauses and potential risks for management's attention.
• Coordinate with relevant departments, suppliers, landlords and external legal advisers on agreement-related matters.
• Monitor contract expiry dates, renewal deadlines and compliance with contractual obligations.
• Maintain accurate records and filing of all agreements and related documents.
• Coordinate meetings with internal departments, restaurant outlet managers, suppliers and business associates.
• Monitor and follow up on projects, assignments and special tasks delegated by the COO.
• Prepare periodic updates on outstanding matters and project progress.
• Undertake ad hoc assignments and special projects as assigned by management.

What we're looking for

• Diploma or Degree in Business Administration, Management, Accounting or a related discipline.
• At least 3 years of relevant experience as a Personal Assistant, Executive Assistant or Administrative Executive.
• Experience in the Food & Beverage or restaurant industry is advantageous.
• Experience reviewing commercial agreements, contracts and business documents is preferred.
• Good understanding of contractual terms and commercial arrangements.
• Strong organisational, coordination and communication skills.
• Proficiency in Microsoft Office, particularly Word, Excel and PowerPoint.
• Good command of English and Bahasa Malaysia.
• Ability to multitask, work independently and meet tight deadlines.
• Mature, proactive, meticulous and resourceful approach to work.
• High level of integrity and ability to handle confidential information.
• Willingness to travel between restaurant outlets or outstations when required.