Personal Assistant to Director

Synerlitz; Gombak; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading firm is seeking a Personal Assistant to support the Managing Director. This role involves managing schedules, coordinating meetings, and handling communications while maintaining confidentiality. Candidates should have a Diploma/Degree in Business Administration and at least 3-5 years of experience. Proficiency in English and Bahasa Malaysia is required, along with strong organizational skills and proficiency in Microsoft Office. The position offers an opportunity to work in a dynamic environment with direct interaction with senior stakeholders.

Qualifications

• Experience supporting senior management or directors for 3-5 years.
• Strong ability to handle sensitive matters with discretion.
• High level of professionalism and maturity.

Responsibilities

• Manage the MD’s daily schedule and travel arrangements.
• Coordinate communication between the MD and stakeholders.
• Arrange internal/external meetings and prepare documents.
• Maintain confidentiality in all company matters.

Skills

Excellent command of English

Excellent command of Bahasa Malaysia

Proficient in Microsoft Office

Strong organizational skills

Time-management skills

Interpersonal skills

Education

Diploma/Degree in Business Administration or related

Tools

Microsoft Office

Digital communication tools

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).