Personal Assistant to Director cum Admin

Waftech Sdn Bhd; Bayan Lepas; On-site; MYR 42,000 - 66,000; Full time

Job summary

Waftech Sdn Bhd in Bayan Lepas, Penang, seeks a capable Personal Assistant to Director cum Admin to provide day-to-day secretarial support, manage calendars, coordinate meetings, travel, and office operations.

The role requires Mandarin-English fluency, strong organizational skills, discretion with confidential information, and the ability to multitask under pressure. Diploma/Degree in a related field with at least 3 years of PA/EA experience preferred.

Qualifications

• Diploma or Degree in Business Administration, Management, Secretarial Studies or related field.
• Minimum 3 years of experience as a Personal Assistant, Executive Assistant, Secretary or similar role.
• Strong organizational, time management and coordination skills.
• Good written and verbal communication skills in English and Mandarin with Mandarin proficiency requested.
• Proficient in Microsoft Office, particularly Word, Excel and PowerPoint.

Responsibilities

• Provide day-to-day administrative and secretarial support to the Director.
• Manage the Director’s calendar, appointments, meetings and schedules.
• Coordinate internal and external meetings, including meeting arrangements and follow-up actions.
• Prepare correspondence, reports, presentations, meeting materials and other documents as required.
• Handle travel arrangements, including flight bookings, accommodation, transportation and itineraries.
• Coordinate office facilities, maintenance, housekeeping, office supplies and related service providers.
• Assist in coordinating company events, meetings, visitors and other office activities.
• Handle confidential information and documents with discretion.
• Follow up with relevant parties on assignments, deadlines and action items on behalf of the Director.
• Liaise with internal teams, customers, suppliers and external parties when required.
• Support other ad-hoc assignments and projects as directed by the Director.

Skills

Discretion

Multitasking

Communication (EN/Mandarin)

Interpersonal skills

Time management

Detail-oriented

Independent working

Education

Diploma or Degree in Business Admin/Management/Secretarial Studies

Tools

MS Office (Word)

MS Excel

PowerPoint

Job description

Personal Assistant to Director cum Admin

Job Description

KEY RESPONSIBILITIES

• Provide day-to-day administrative and secretarial support to the Director.
• Manage the Director’s calendar, appointments, meetings and schedules.
• Coordinate internal and external meetings, including meeting arrangements and follow-up actions.
• Prepare correspondence, reports, presentations, meeting materials and other documents as required.
• Handle travel arrangements, including flight bookings, accommodation, transportation and itineraries.
• Coordinate office facilities, maintenance, housekeeping, office supplies and related service providers.
• Assist in coordinating company events, meetings, visitors and other office activities.
• Handle confidential information and documents with a high level of discretion.
• Follow up with relevant parties on assignments, deadlines and action items on behalf of the Director.
• Liaise with internal teams, customers, suppliers and external parties when required.
• Support other ad-hoc assignments and projects as directed by the Director.

Requirements

• Able to handle confidential information with integrity and discretion.
• Independent, proactive, detail-oriented and able to work under pressure.
• Good interpersonal skills with the ability to communicate effectively with people at different levels.
• Willing to handle multiple tasks and work with minimal supervision.
• Experience in a manufacturing, engineering or technology environment will be an added advantage.

EXPERIENCE AND QUALIFICATIONS

• Diploma or Degree in Business Administration, Management, Secretarial Studies or a related field.
• Minimum 3 years of experience as a Personal Assistant, Executive Assistant, Secretary or in a similar role.
• Strong organizational, time management and coordination skills.
• Good written and verbal communication skills in English and Mandarin. We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients.
• Proficient in Microsoft Office, particularly Word, Excel and PowerPoint.