PERSONAL ASSISTANT TO DIRECTOR

Netherlands Maritime University College; Johor Bahru; On-site; MYR 50,000 - 70,000; Full time

Job summary

A leading maritime education institution in Johor Bahru is seeking an experienced Personal Assistant to support the Director. The successful candidate will manage day-to-day operations, coordinate key projects, and provide essential administrative support. Required qualifications include a bachelor's degree in Business Administration and 3-5 years of relevant experience. This role requires exceptional organizational and communication skills, along with proficiency in Microsoft Office Suite. Competitive compensation offered.

Qualifications

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

Responsibilities

• Provide high-level administrative support to the Director.
• Assist in planning and executing projects led by the Director.
• Oversee office operations ensuring efficient workflow.

Skills

Organizational skills

Communication skills

Time-management skills

Problem-solving skills

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office Suite

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

Job description

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.