Personal Assistant to Director

Synerlitz Malaysia Sdn Bhd; Ampang Jaya Municipal Council; On-site; MYR 40,000 - 60,000; Full time

Job summary

A leading construction company in Malaysia is seeking a Personal Assistant to provide high-level administrative, secretarial, and operational support to the Managing Director. The ideal candidate will have 3–5 years of experience supporting senior management, excellent communication skills in English and Bahasa Malaysia, and proficiency in Microsoft Office. This role is crucial for managing daily tasks and liaising with stakeholders efficiently.

Qualifications

• Minimum 3–5 years experience supporting senior management or directors.
• Experience in the construction industry is an advantage.
• Ability to interact with senior stakeholders.

Responsibilities

• Manage the MD’s daily schedule and meetings.
• Liaise with clients, suppliers, and government agencies.
• Coordinate internal/external meetings and prepare related documents.
• Arrange travel itineraries and logistics.
• Maintain absolute confidentiality in all matters.

Skills

Excellent command of English

Excellent command of Bahasa Malaysia

Proficient in Microsoft Office

Strong organizational skills

Interpersonal skills

Ability to handle pressure

Education

Diploma/Degree in Business Administration or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

The Personal Assistant provides high-level administrative, secretarial, and operational support to the Managing Director. The role ensures the MD’s schedule, meetings, tasks, and communications are managed efficiently and professionally. The PA acts as a bridge between the MD and internal/external stakeholders while maintaining confidentiality and ensuring smooth day-to-day operations.

Main Duties and Responsibilities

1. Executive Support & Administration

• Manage the MD’s daily schedule, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, minutes, follow-up actions, and required documents for the MD.
• Handle confidential correspondence, emails, phone calls, and internal communications on behalf of the MD.
• Draft, edit, and format reports, presentations, letters, and official documents.
• Organize files, records, and documentation systematically for easy retrieval.
• Act as the first point of contact for all matters requiring the MD’s attention.

2. Coordination & Communication

• Liaise professionally with clients, suppliers, consultants, external partners, and government agencies.
• Communicate and coordinate between the MD and department heads to ensure tasks and deadlines are executed.
• Follow up on pending matters, project updates, and commitments made by the MD.
• Ensure accurate and timely flow of information between management and operational teams.

3. Meeting & Project Coordination

• Schedule, arrange, and coordinate internal/external meetings, site visits, and management discussions.
• Prepare briefing materials, project summaries, and relevant documents before meetings.
• Track project progress or tasks assigned by the MD and provide timely reminders.
• Assist in preparing board papers, management reports, and presentation slides.

4. Travel & Logistics

• Arrange domestic and international travel itineraries, accommodation, transportation, and logistics.
• Prepare travel claims, allowances, and expense reports accurately.

5. Confidentiality & Professional Conduct

• Maintain absolute confidentiality in all company and personal matters.
• Exercise discretion, initiative, and professionalism in all communications.
• Represent the MD with a high level of professionalism and responsibility.

Education

• Diploma/Degree in Business Administration, Management, Secretarial Studies or equivalent.

Qualities

• Excellent command of English and Bahasa Malaysia (Mandarin is an advantage).
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and digital communication tools.
• Strong organizational, multitasking, and time-management skills.
• High maturity, professionalism, and ability to work independently.
• Strong interpersonal skills with the ability to interact with senior stakeholders.
• Able to handle pressure, tight deadlines, and sensitive matters with discretion.

Experience

Minimum 3–5 years experience supporting senior management or directors (construction industry is an advantage).

Company

SYNERLITZ (MALAYSIA) SDN BHD is a wholly Malaysian owned company involved in development and construction activities in the oil, gas, petrochemical, power generation industries and facility management.