PERSONAL ASSISTANT TO DIRECTOR

NMUC; Johor Bahru; On-site; MYR 48,000 - 72,000; Full time

Job summary

NMUC is seeking an experienced Personal/Executive Assistant to provide high-level administrative support to the Director, manage schedules, travel, and prepare reports and presentations. The role includes coordinating meetings, minutes, and follow-ups.

Additionally, you will assist in planning and executing projects, track progress, liaise with departments, and support budgeting and documentation. Strong discretion and organizational skills are essential.

Qualifications

• Bachelor’s degree in Business Administration, Project Management, or 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.

Responsibilities

• Provide high-level administrative support to the Director, including schedules, appointments, and travel arrangements.
• Prepare reports, presentations, and correspondence as required.
• Coordinate meetings, take minutes, and follow up on action points.
• Assist in planning, coordinating, and executing projects led by the Director.

Skills

Executive Support

Time management

Communication skills

Multitasking

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Project management tools

Job description

Job Description

Key Responsibilities:

1. 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.
2. 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.
3. 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.
4. Strategic & Administrative Initiative:
   • Contribute to business planning, process improvements, and organizational development initiatives.
   • Conduct research, gather data, and prepare insights or recommendations for management decision-making.
   • Maintain awareness of organizational priorities and assist in aligning projects with strategic goals.
   • Represent the Director in selected meetings or discussions when required.

Requirements

1. Qualifications & Experience:

1. Bachelor’s degree in Business Administration, Project Management, or a related field.
2. 3-5 years of experience as a Personal Assistant, Executive Assistant, or Project Coordinator.
3. Strong understanding of project management principles, methodologies, and tools.

2. Skills & Competencies:

1. Excellent organizational and time-management skills.
2. Strong communication and interpersonal abilities.
3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
4. Ability to handle multiple tasks, work under pressure, and meet deadlines.
5. Problem-solving skills with a proactive and resourceful mindset.
6. High level of discretion and professionalism when handling sensitive information