Personal Assistant to Director

Jobstreet Malaysia; Johor Bahru; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading recruiting platform in Johor Bahru is seeking a Personal Assistant to provide comprehensive administrative support to the Director. Responsibilities include managing schedules, coordinating meetings, and handling travel arrangements. Candidates should have a bachelor's degree in a related field, proven experience as an Executive Assistant, and excellent communication skills in English, Malay, and Mandarin. This role demands discretion, strong time management, and the ability to adapt to changing priorities.

Qualifications

• Experience as an Executive Assistant or Personal Assistant supporting C-suite Executives.
• Capable of maintaining confidentiality regarding sensitive information.
• Flexibility in adjusting to changing priorities and deadlines.

Responsibilities

• Manage Director's schedule, appointments, and travel arrangements.
• Serve as primary point of contact between Director and stakeholders.
• Organize materials for meetings and take meeting minutes.

Skills

Time management

Problem-solving

Networking

Communication in English

Communication in Malay

Communication in Mandarin

Education

Bachelor's degree in Business Administration or related field

Job description

This is an exciting opportunity to join us as Personal Assistant. Based in Johor Bahru, Johor, you will be responsible for providing high-level administrative and executive support to the Director, ensuring the smooth running of their day-to-day operations.

What you'll be doing

• Managing Director’s schedule by scheduling and coordinating appointments, meetings, and travel arrangements.
• Acting as a primary point of contact between Director and internal/external stakeholders, screening phone calls, responding to emails on behalf of Director, and drafting correspondence.
• Organising and preparing materials for meetings, including agendas, presentations and documents. Taking meeting minutes and following up on action items may be required.
• Handling all aspects of Director’s travel arrangements, including booking flights, accommodations, transportation and preparing travel itineraries.
• Managing and organising documents, files, and other information relevant to Director’s work.
• Prioritising tasks and deadlines to ensure that important matters are addressed in a timely manner.
• Maintaining strict confidentiality regarding sensitive information and discussions, both within the organisation and external parties.
• Planning and coordinating corporate events, conferences, and other special occasions involving Director.
• Handling Director’s expenses and processing reimbursement.
• Managing urgent requests outside of regular work hours, such as emergency situations, last‑minute travel changes, critical business decisions, media inquiries, personal matters and legal or regulatory issues.
• Handling various ad‑hoc tasks and projects as assigned by the Director, which may include personal tasks or projects unrelated to work.

What we're looking for

• Bachelor's degree in Business Administration, Management, or related field preferred.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting C‑suite Executives.
• Maintain strict confidentiality of sensitive information and schedules, adhering to company policies and regulations.
• Demonstrate flexibility to changing priorities, deadlines, and work environments, adjusting approach as needed to meet evolving needs.
• Possess excellent time management skills, able to efficiently prioritise tasks and meet deadlines while maintaining a high level of accuracy and attention to detail.
• Exhibit strong problem‑solving skills, able to anticipate potential issues and proactively seek solutions to overcome obstacles.
• Possess strong networking skills, able to build and maintain relationships with key contacts, both internally and externally, to facilitate successful arrangements and collaborations.
• Stay updated on new software applications and technology platforms to support evolving business needs.
• Excellent communication skills in English, Malay and Mandarin to effectively communicate with our diverse client base and stakeholders, with proficiency in additional languages being advantageous.