PERSONAL ASSISTANT TO DIRECTOR

Netherlands Maritime Institute of Technology; Johor Bahru; On-site; MYR 60,000 - 80,000; Full time

Job summary

A maritime institution in Johor Bahru is seeking a proactive Personal Assistant (PA) to the Director. The ideal candidate will have a Bachelor's degree and 3-5 years of experience in similar roles. Responsibilities include providing high-level administrative support, managing schedules, and assisting in project coordination. Strong multitasking, communication, and problem-solving skills are essential, along with proficiency in Microsoft Office and project management tools. This role offers a dynamic work environment supporting executive functions and project success.

Qualifications

• 3-5 years of experience as a Personal Assistant, Executive Assistant, or Project Coordinator.
• Strong understanding of project management principles, methodologies, and tools.
• Ability to handle multiple tasks, work under pressure, and meet deadlines.

Responsibilities

• Provide high-level administrative support to the Director, including managing schedules and travel.
• Assist in planning, coordinating, and executing projects led by the Director.
• Oversee office operations and ensure efficient workflow.

Skills

Project management expertise

Multitasking abilities

Strong communication skills

Organizational skills

Interpersonal abilities

Problem-solving skills

Education

Bachelor’s degree in Business Administration, Project Management, or related field

Tools

Microsoft Office Suite

Project management tools (e.g., MS Project)

Job description

Netherlands Maritime Institute of Technology – Johor Bahru, Johor

Contract

12d ago , from Netherlands Maritime Institute of Technology

We are seeking a highly organized and proactive Personal Assistant (PA) to the Director with a strong project management background. This role requires exceptional multitasking abilities, strong communication skills, and the capability to handle both administrative and project-related responsibilities efficiently. The ideal candidate will support the Director in day-to-day operations while also managing and coordinating key projects to ensure timely execution and success. (Project Management Expertise)

Key Responsibilities

Executive Support

• Provide high-level administrative support to the Director, including managing schedules, appointments, and travel arrangements.
• Prepare reports, presentations, and correspondence as required.
• Handle confidential documents and maintain strict confidentiality in all matters.
• Serve as the primary point of contact between the Director and internal/external stakeholders.
• Coordinate meetings, take minutes, and follow up on action points.

Project Management Support

• Assist in planning, coordinating, and executing projects led by the Director.
• Track project progress, manage timelines, and ensure deliverables are met.
• Liaise with various departments and stakeholders to ensure smooth project execution.
• Prepare project documentation, reports, and presentations as needed.
• Identify risks and propose solutions to keep projects on track.

Operations & Coordination

• Oversee office operations and ensure efficient workflow within the Director’s office.
• Manage correspondence, emails, and phone calls on behalf of the Director.
• Organize and maintain files, records, and databases for easy retrieval.
• Support budgeting and expense tracking related to projects or departmental activities.

Key Requirements

Qualifications & Experience

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• 3-5 years of experience as a Personal Assistant, Executive Assistant, or Project Coordinator.
• Strong understanding of project management principles, methodologies, and tools.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools (e.g., MS Project).
• Ability to handle multiple tasks, work under pressure, and meet deadlines.
• Problem-solving skills with a proactive and resourceful mindset.
• High level of discretion and professionalism when handling sensitive information