Personal Assistant to Director

Hasil Integra Sdn Bhd; Kuala Lumpur; On-site; MYR 40,000 - 60,000; Full time

Job summary

A leading business solutions provider in Kuala Lumpur is seeking a skilled Personal Assistant to provide high-level administrative and logistical support to the Director. This role involves managing the Director's schedule, preparing reports, coordinating meetings, and ensuring effective communication with stakeholders. The ideal candidate should have a Diploma or Bachelor's degree, 3 years of experience in a similar role, and strong organizational skills. Competitive salary and benefits are offered.

Benefits

Competitive salary and performance-based bonus opportunities

Comprehensive medical and dental insurance

Opportunities for professional development

Flexible work arrangements

Team-building activities and social events

Qualifications

• Minimum of 3 years in a similar role, preferably supporting a senior executive or director.
• Flexibility in working hours to meet the Director's schedule.
• Familiarity with office management software and digital collaboration tools.

Responsibilities

• Manage and maintain the Director’s calendar and schedule.
• Organize, prepare agendas, and take minutes for meetings.
• Plan and manage all travel-related arrangements for the Director.
• Organize and maintain the Director’s files, records, and documents.
• Serve as a point of contact for the Director’s office.

Skills

Exceptional organizational and multitasking abilities

Proficient in Microsoft Office Suite

Strong verbal and written communication skills

Ability to maintain confidentiality and exercise discretion

Excellent interpersonal skills

Problem-solving skills

Education

Diploma or Bachelor’s degree in Business Administration or related field

Job description

Overview

The Personal Assistant (PA) to the Director is responsible for providing high-level administrative and logistical support to the Director, ensuring efficient operation and effective communication within the executive team and with external stakeholders. This role involves managing the Director’s schedule, preparing reports, coordinating meetings, and handling sensitive information with utmost confidentiality.

Responsibilities

• Administrative Support: Manage and maintain the Director’s calendar, including scheduling appointments, meetings, and travel arrangements. Prepare and edit correspondence, reports, presentations, and other documents as needed. Screen and prioritize incoming communications (emails, phone calls) and respond on behalf of the Director when appropriate
• Meeting Coordination: Organize, prepare agendas, and take minutes for meetings, ensuring timely follow-up on action items. Coordinate with internal departments and external contacts to organize and prepare for meetings, conferences, and events.
• Travel and Event Management: Plan, coordinate, and manage all travel-related arrangements for the Director, including transportation, accommodation, and itineraries. Oversee the preparation and packing of all necessary equipment, documents, and personal items such as clothing and accessories required during travel. Ensure all travel essentials and corporate materials are in order before each trip. Maintain an inventory checklist of Director’s equipment and travel necessities, ensuring readiness and accountability at all times.
• Document Management: Organize and maintain the Director’s files, records, and documents to ensure easy access and retrieval. Handle confidential documents and information with discretion.
• Liaison and Coordination: Serve as a point of contact for the Director’s office, liaising with internal and external stakeholders to facilitate smooth communication and address issues proactively. Build and maintain positive relationships with key stakeholders, including clients, business partners, and team members.

Qualifications and Skills

• Education: Diploma or Bachelor’s degree in Business Administration, Secretarial Studies, or related field.
• Experience: Minimum of 3 years in a similar role, preferably supporting a senior executive or director.
• Skills:
• • Exceptional organizational and multitasking abilities.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong verbal and written communication skills.
  • Ability to maintain confidentiality and exercise discretion.
  • Excellent interpersonal skills, with a professional demeanor.
  • Problem-solving skills and ability to work independently.
• Additional Requirements:
• • Flexibility in working hours to meet the needs of the Director's schedule.
  • Familiarity with office management software and digital collaboration tools.

What we offer

• Competitive salary and performance-based bonus opportunities
• Comprehensive medical and dental insurance coverage
• Opportunities for professional development and career advancement
• Flexible work arrangements to support work-life balance
• Team-building activities and social events

About us

Hasil Integra Sdn Bhd is a leading provider of innovative business solutions in Malaysia. Our mission is to empower our clients with the tools and expertise they need to succeed in an increasingly digital landscape. With a team of dedicated professionals and a commitment to excellence, we strive to be the trusted partner of choice for organisations across a diverse range of industries.

How to apply

If you are excited about this opportunity and believe you have the skills and experience to excel as the Personal Assistant to the Director, we encourage you to apply now.